Franklin D. Roosevelt, Papers as President: The President's Personal File, Part 19: PPF 9001-9125, 1933-1945 | Franklin D. Roosevelt Presidential Library & Museum

Title: Franklin D. Roosevelt, Papers as President: The President's Personal File, Part 19: PPF 9001-9125, 1933-1945

Primary Creator: Roosevelt, Franklin D. (1882-1945)

Extent: 472.91 Cubic Feet

Arrangement:

The Franklin D. Roosevelt White House utilized a numerical filing system for the primary White House central files (the President's Official File and the President's Personal File). File numbers were assigned to particular names or topics on an as-needed basis, resulting in a random numbering system. When a document came to the filing room, it was reviewed to determine the numerical file into which the document was to be placed or whether a new numerical file was necessary. As the documents were reviewed, significant names or topics were identified within the body of the document and the relevant numerical files noted in the margins as cross-references. Detailed abstracts of the document were typed, and each abstract noted the numerical file location where the original document was to be filed. The original document was then filed in the primary numerical file, and the abstracts were filed in the various numerical files pertaining to the cross-referenced names or topics. Documents are arranged chronologically within each file.

Due to the large size of the Prsident's Personal File, totalling 9,125 unique file numbers, the online finding aid has been divided into smaller sections. Part 19 covers PPF 9001-9125.

The President's Personal File, or PPF, is one of the five major collections of FDR's Papers as President. The PPF consists of 9,125 numbered name and subject files containing material related to personal or political actions of President Franklin D. Roosevelt, as distinguished from his official interactions with the government. Names and subjects were assigned file numbers as needed. Consequently, there are no distinct subseries to the Personal Files. The numerical files vary in size according to subject matter and include correspondence, memoranda, printed materials and newspaper clippings received by the President as well as copies of his replies. Large numerical files may also contain topical sub-files. Many of the larger files contain correspondence from American citizens, including public reaction mail to the President's speeches or policy announcements, mail on the President's birthday and at holiday time, and requests for the President to send greetings to various organizations and groups. Files also relate to infantile paralysis, suggestions and research for speeches, the President's personal, financial and family matters, and the creation of the Franklin D. Roosevelt Presidential Library.

Also included in the Personal Files are the President's daily calendar, transcripts of press conferences, and letters documenting gifts sent or presented to the President. Particularly large files within this series are PPF 1: Concerning the President; PPF 9: Gifts to the President; PPF 21A: Clergy Letters; PPF 50: Congratulations and Greetings; PPF 200: Public Reaction Mail; and PPF 1820: Speech Materials and Suggestions.

The title "Personal File" is sometimes misleading as documents equally important can be found elsewhere in the President's papers, including the President's Official File and the President's Secretary's File. This ambiguity in classifying documents as "official" or "personal" was solved through the White House's cross-referencing system of inserting detailed abstracts within relevant files that direct a researcher to the proper file location of the original document.

Franklin D. Roosevelt, as administrative head of the Executive branch of the United States Government, had the assistance of several secretaries, administrative assistants and special assistants as well as a personal secretary. During the Roosevelt administration, the White House received an average of 3,000 letters a day. Mail addressed to the White House was routed by the Assistant Executive Clerk either to the President, through his personal secretary; to an assistant with a specific area of responsibility; to the Office of the Chief of Correspondence for the preparation of a routine reply; or, if appropriate, routinely referred to another government agency for action. The correspondence that went to the President directly was either answered personally by him or sent to another agency for the preparation of a draft reply. Occasionally Roosevelt would merely initial his approval on an original letter and return it to its sender.

After the White House mail had been answered, it was routed to the Office of the Chief of Files for filing. At this time a record was also kept of all correspondence referred elsewhere. This White House office maintained what was known as the White House Central Files; the filing system used was that originally developed in 1906 during the presidency of Theodore Roosevelt.

The Central Files were divided into four categories of material. The Alphabetical File contained copies of letters of acknowledgment for mail referred elsewhere, copies of forwarding letters, lists of forwarded mail, abstracts of documents placed in the other filing categories, as well as some routine correspondence. Material in this file was arranged alphabetically by correspondent or subject.

The Official File was intended to consist of correspondence and other material related to the policy-making activities of the President. It includes correspondence, memoranda, and reports from government officials and other public and private individuals. Within this group of papers are files on government departments and agencies; subjects of concern to the President; important organizations and individuals; as well as files on less important persons or subjects. These files are arranged numerically by subject or individual concerned.

The President's Personal File was set up to contain correspondence concerned with matters in which the President took a personal interest. It includes files on gifts received by the President, birthday and holiday greetings, honorary memberships, fraternal organizations and philanthropic societies as well as files on personal friends and political associates of the President. This file is also arranged numerically by subject or individual concerned.

The fourth group of papers in the Central Files was known as the Confidential File. It contained material similar to that found in the other filing categories which had been designated confidential by the President or one of his secretaries or assistants. It was arranged alphabetically by subject. The boundaries between these file groupings were often vague and similar material can be found in both the Official File and the President's Personal File. In many cases both groups of paperswill contain files on a particular subject or individual. Researchers should thus consult both files to be assured of seeing all the material on their topic.

To facilitate the use of the Central Files, the Office of the Chief of Files prepared an index of important individuals and subjects and also-adopted a system of inserting cross reference sheets in other related files throughout the four groups of papers. When correspondence was received by the Office a classifier determined the appropriate file for the original document and so marked the covering letter. Notations were also made on the document to indicate the other files where abstracts of that particular correspondence would be-placed. The correspondence then passed to a typist for the preparation of the required number of abstracts. Subsequently, filing clerks would file both the original papers and the abstracts.

With a few exceptions, all of the mail received at the White House (or a record thereof) would thus end up in the Central Files. Occasionally large amounts of correspondence concerning a particular subject would be referred to another agency without a record being kept. Secretaries and administrative assistants might also retain small amounts of correspondence in their own files. The President's personal secretary, while sending ordinary correspondence to the Central Files, also maintained a file of documents deemed special and confidential by the President.

The correspondence retained by the personal secretary was arranged alphabetically by subject into a Diplomatic File, containing confidential reports from American representatives abroad; a Department File, containing material from various government agencies; a Famous People File; Secret File with correspondence from individuals such as Winston S. Churchill and Joseph Stalin; a Special Studies File; and a General File. This material plus the Confidential File of the Central Files has been incorporated into what is known as the President's Secretary's File.

After the United States' entry into World War II, a White House Map Room was established in January 1942 under the supervision of the President's Naval Aide. This office also maintained files, arranged by subject, which are now known as the Map Room Papers. Included are wartime messages sent and received by the President, including those exchanged with Churchill, Stalin, and Chiang Kai-shek, as well as a number of documents sent by the War and Navy Department for the President's information. President Roosevelt began shipping those portions of his White House files which were not in current use to the Roosevelt Library in August 1940. Additional accessions were received throughout his presidency. After his death, the remainder of the Central Files were received from his estate in December 1947. Security classified material in the President's Secretary's File and the Map Room Papers was received from storage in the National Archives in November 1951.

Repository: Franklin D. Roosevelt Presidential Library & Museum

Access Restrictions: None

Use Restrictions: President Roosevelt donated his copyright interest in these papers to the United States Government; writings of other individuals are subject to copyright restrictions under Title 17 of the U.S. Code. These papers may contain materials restricted in accordance with Executive Order 11652, and material which might be used to harass, embarrass, or injure living persons has been closed.

Acquisition Method: These papers were donated to the Franklin D. Roosevelt Library by President Franklin D. Roosevelt. Roosevelt began shipping Presidential materials to the Library as early as August 1940 but the bulk of the collection was received from his estate in December 1947.

Related Materials: Franklin D. Roosevelt's Papers as President are divided into seven major collections - The Alphabetical File, the Official File, the President's Personal File, the President's Secretary's File, the Map Room papers, Executive Orders, and Press Conferences.