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Finding Aids to Official Records of the Smithsonian Institution Archives

Record Unit 600

Smithsonian Institution. Visitor Information and Associates' Reception Center

Records, 1972-1989

Repository:Smithsonian Institution Archives, Washington, D.C. Contact us at osiaref@si.edu.
Creator:Smithsonian Institution. Visitor Information and Associates' Reception Center
Title:Records
Dates:1972-1989
Quantity:18 cu. ft. (18 record storage boxes)
Collection:Record Unit 600
Language of Materials:English
Summary:

These records document many aspects of the development and operation of VIARC, especially the administration of the Center's two volunteer corps. The bulk of the material consists of the administrative files of Mary Grace Potter from 1972 to 1987, including general correspondence, memoranda, and budget reports. Of particular note are early planning materials for the Smithsonian Information Center, which opened in the Castle in November 1989. In addition, the records contain the files of the Seven Day Information Service and the Staff, Volunteer, and Intern Services units from 1980 to 1989. These materials include memoranda, correspondence, reports, and surveys generated and received by the units.

Historical Note

In October 1971 Mary Grace Potter became the first Director of the Smithsonian Associates' Reception Center, which was established to accommodate members of the National Associate constituency that was created with the publication of Smithsonian magazine. Initial duties of the Center included reception and orientation services for National Associate members visiting the Smithsonian Institution, response to telephone and mail inquiries from members, membership sales, and management of the reduced rate membership and gift fulfillment program for employees and volunteers.

It soon became apparent that the organization provided services that would be valuable to the public as well as to National Associates, and by June 1975 it was renamed the Visitor Information and Associates' Reception Center (VIARC). The Center operated originally under the auspices of the National Program of the Smithsonian Associates, but by 1977 it had emerged as a separate entity reporting directly to the Assistant Secretary for Public Service. By 1989 the functions of VIARC were divided among five separate units: the Information Resources Division; Public Inquiry Mail and Telephone Information Services unit; the Seven Day Information Service unit; the Staff, Volunteer, and Intern Services unit; and Support Services.

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Descriptive Entry

These records document many aspects of the development and operation of VIARC, especially the administration of the Center's two volunteer corps. The bulk of the material consists of the administrative files of Mary Grace Potter from 1972 to 1987, including general correspondence, memoranda, and budget reports. Of particular note are early planning materials for the Smithsonian Information Center, which opened in the Castle in November 1989. In addition, the records contain the files of the Seven Day Information Service and the Staff, Volunteer, and Intern Services units from 1980 to 1989. These materials include memoranda, correspondence, reports, and surveys generated and received by the units.

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Preferred Citation

Smithsonian Institution Archives, Record Unit 600, Smithsonian Institution, Visitor Information and Associates' Reception Center, Records

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Container List

Box 1

Office of the Director (FY 1983)

EV (Events), folders 1-6

Box 1 of 18

GC (General Correspondence), folders 1-19

Box 1 of 18

V-GC (VIARC General Correspondence), folders 1-10

Box 1 of 18

MISC (Miscellaneous), folders 1, 4-6

Box 1 of 18

OS (Office of the Secretary), folders 2-3

Box 1 of 18

OT (Office of the Treasurer), folders 1-3

Box 1 of 18

Box 2

PUB (Publications), folders 2-14

Box 2 of 18

Annual Reports

Box 2 of 18

RS (Reports and Surveys), folders 1, 5, 7-12, 14-23

Box 2 of 18

Chronological Files, October-September

Box 2 of 18

Memos from Central (2 folders)

Box 2 of 18

Box 3

EQ (Equipment), folder 11

Box 3 of 18

OA (Office of the Assistant Secretary for Administration), folders 1-7

Box 3 of 18

OFS (Office of the Director of Facilities Services), folders 1-7

Box 3 of 18

OGC (Office of the General Counsel), folder 1

Box 3 of 18

OMD (Office of Membership and Development), folders 2-6, 8

Box 3 of 18

OMP (Office of the Assistant Secretary for Museum Programs), folders 1-3

Box 3 of 18

OPI (Coordinator of Public Information), folders 1-3

Box 3 of 18

OPS (Office of Public Service), folders 1-8

Box 3 of 18

Office of the Director (FY 1984)

V-GC, folders 1-14

Box 3 of 18

Box 4

MISC, folders 1-5

Box 4 of 18

OA, folders 1-7

Box 4 of 18

OFS, folders 1-7

Box 4 of 18

OMD, folders 1-6, 8

Box 4 of 18

OMP, folders 1-3

Box 4 of 18

OPI, folders 1-3

Box 4 of 18

OPS, folders 1-9

Box 4 of 18

OS, folders 2-6

Box 4 of 18

OT, folders 1-3

Box 4 of 18

PUB, folders 1-14

Box 4 of 18

RS, folders 1, 5, 7-12, 14-16, 18-23

Box 4 of 18

Chronological Files (October-January)

Box 4 of 18

Box 5

Chronological Files (February-September)

Box 5 of 18

Memos from Central (2 folders)

Box 5 of 18

Budget Reports

Box 5 of 18

EQ, folder 11

Box 5 of 18

Office of the Director (FY 1985)

EV, folders 1-5

Box 5 of 18

GC, folders 1-19, 21-26

Box 5 of 18

Memos from Central (2 folders)

Box 5 of 18

Chronological Files (October-March)

Box 5 of 18

Box 6

Chronological Files (April-September)

Box 6 of 18

EQ, folder 11

Box 6 of 18

EV, folders 1-3

Box 6 of 18

GC, folders 1-26

Box 6 of 18

V-GC, folders 1-13

Box 6 of 18

MISC, folders 1-3, 5

Box 6 of 18

OA, folders 1-9

Box 6 of 18

Box 7

OFS, folders 1-6

Box 7 of 18

OGC, folder 1

Box 7 of 18

OMD, folders 1-6, 8

Box 7 of 18

OMP, folders 1-4

Box 7 of 18

OPS, folders 1, 3-10

Box 7 of 18

OS, folders 2-7

Box 7 of 18

OT, folders 1-3

Box 7 of 18

RS, folders 1, 5, 7-12, 14-23

Box 7 of 18

Office of the Director (FY 1986)

Chronological Files (October-May)

Box 7 of 18

Box 8

Chronological Files (June-September)

Box 8 of 18

Party Awards

Box 8 of 18

EV, folders 1-2

Box 8 of 18

GC, folders 1-20a, 22-28

Box 8 of 18

V-GC, folders 1-4, 6-13, 15

Box 8 of 18

MISC, folders 1-8

Box 8 of 18

RS, folders 1, 5, 7-12

Box 8 of 18

Box 9

RS, folders 13-28

Box 9 of 18

VIARC Information Volunteer Training, Fall 1979

Box 9 of 18

VIARC Information Volunteer Training, Spring 1979

Box 9 of 18

VIARC Information Volunteer Training, Fall 1980

Box 9 of 18

VIARC Information Volunteer Training, Spring 1980

Box 9 of 18

VIARC Information Volunteers, Foreign Language Capabilities

Box 9 of 18

Memos from Central

Box 9 of 18

OA, folders 1-10

Box 9 of 18

OEO, folder 1

Box 9 of 18

Box 10

OFS, folders 1-8

Box 10 of 18

OMD National Associate Program

Box 10 of 18

OMD, folders 1-6, 8

Box 10 of 18

OMD RAP

Box 10 of 18

OGC, folder 1

Box 10 of 18

OMP, folders 1-4

Box 10 of 18

OPS, folders 1, 3-11

Box 10 of 18

OS, folders 1-8

Box 10 of 18

OT, folders 1-4

Box 10 of 18

Office of the Director (FY 1987)

OS, folders 1-8, 10-11

Box 10 of 18

OPS, folders 1, 3-11

Box 10 of 18

Box 11

OT, folders 1-4

Box 11 of 18

OA, folders 1-11

Box 11 of 18

OFS, folders 1-9

Box 11 of 18

OGC, folder 1

Box 11 of 18

OMD, folders 1-6, 8

Box 11 of 18

OMD Resident Associate Program

Box 11 of 18

OMP, folders 1-4

Box 11 of 18

V-GC, folders 1-16

Box 11 of 18

MISC, folders 1-6

Box 11 of 18

RS, folders 1-3, 5, 7-9, 11-12, 16-23, 26-28

Box 11 of 18

Box 12

GC, folders 1-29

Box 12 of 18

EV, folders 1-2

Box 12 of 18

Chronological Files (October-September)

Box 12 of 18

Memos from Central, FY 1987

Box 12 of 18

PUB, folder 14

Box 12 of 18

Office of the Director (Miscellaneous)

Miscellaneous Administrative Files, 1976-1989

Box 12 of 18

Box 13

Miscellaneous Administrative Files, 1981-1986 (includes some budget material and early planning materials for rennovation of Castle into SI Visitor Center)

Box 13 of 18

Box 14

Office of the Director

VP-M MNH, FY 1976

Box 14 of 18

Budget, FY 1978

Box 14 of 18

MISC-4 WETA Project

Box 14 of 18

WESTAT Research (2 folders)

Box 14 of 18

GC-6 A&I, FY 1981

Box 14 of 18

GC-7 Freer, FY 1981

Box 14 of 18

GC-8 Hirshhorn Museum and Sculpture Garden (HMSG), FY 1981

Box 14 of 18

GC-9 African Art (AfA), FY 1981

Box 14 of 18

GC-10 National Museum of American History (NMAH), FY 1981

Box 14 of 18

GC-12 National Air and Space Museum (NASM), FY 1981

Box 14 of 18

GC-13 National Museum of American Art (NMAA), FY 1981

Box 14 of 18

GC-14 National Gallery of Art (NGA), FY 1981

Box 14 of 18

GC-16 Renwick, FY 1981

Box 14 of 18

GC-17 Zoo, FY 1981

Box 14 of 18

GC-18 SI Building, FY 1981

Box 14 of 18

NMAH, 1977-1978

Box 14 of 18

AM-MNH West Court Development, FY 1975

Box 14 of 18

VP Parking

Box 14 of 18

Weekend Parking, 1976

Box 14 of 18

AM Surveys and Research

Box 14 of 18

VP Renwick Gallery, FY 1975

Box 14 of 18

RS-21 PIMS Mail Survey

Box 14 of 18

AP Foreign and Domestic Study Programs, FY 1975

Box 14 of 18

C-M Museums A&S, FY 1975

Box 14 of 18

VP Natural History Museum, FY 1975

Box 14 of 18

C-M Museums MHT, FY 1975

Box 14 of 18

C-M Museums MNH, FY 1975

Box 14 of 18

VP History & Technology Museum, FY 1975

Box 14 of 18

VP Hirshhorn Museum, FY 1975

Box 14 of 18

Weekend SI Parking Lot Surveys

Box 14 of 18

Past Incoming/Outgoing Memos re Discovery Room, 1975-1976

Box 14 of 18

VP-M MHT

Box 14 of 18

AM Budget, Private Funds, FY 1976

Box 14 of 18

AM Surveys & Research, FY 1975

Box 14 of 18

AM Budget, Private Funds, FY 1975

Box 14 of 18

VP-M Renwick

Box 14 of 18

December Christmas Party, 1975

Box 14 of 18

CS-10 Accounting/Budget, FY 1980

Box 14 of 18

RS-5 Five Year Plan, FY 1980

Box 14 of 18

Functional Space Allocation Survey

Box 14 of 18

RS-24 Cohen Survey, SI A/V Slide Show, FY 1980

Box 14 of 18

CO-1e NMAH, FY 1980

Box 14 of 18

MGP List of Files

Box 14 of 18

C-M Museums HMSG

Box 14 of 18

AM Five-Year Plan, FY 1975

Box 14 of 18

OT-2 Programming and Budget, FY 1981

Box 14 of 18

GC-12 NASM

Box 14 of 18

GC-13 NMAA

Box 14 of 18

GC-15 National Portrait Gallery (NPG)

Box 14 of 18

GC-16 Renwick Gallery

Box 14 of 18

Box 15

Demographics Study, 1986-1987

Box 15 of 18

Development of Quad Patron's Register, FY 1985-FY 1987

Box 15 of 18

GWU Graphic Design Project, 1983-1984

Box 15 of 18

Court Survey, FY 1982

Box 15 of 18

National Capital Planning Commission, FY 1985-FY 1987

Box 15 of 18

Committee for a Wider Audience, 1987

Box 15 of 18

RS-21 Annual Reports to Bureaus, FY 1980

Box 15 of 18

RS-18 Annual Reports to Museum Directors, FY 1981

Box 15 of 18

RS-16 Monthly Reports, Weekends/GOP, FY 1981

Box 15 of 18

RS-15 Monthly GOP, FY 1980

Box 15 of 18

CO-1m SI Building, FY 1980 (includes Deputy Director's file - slide show)

Box 15 of 18

RS-14 Monthly PIMS, FY 1980

Box 15 of 18

CO-1f National Museum of Natural History, FY 1980

Box 15 of 18

GC-11 MNH, FY 1981

Box 15 of 18

RS-14 Monthly Report, FY 1981

Box 15 of 18

Budget Masters, FY 1981

Box 15 of 18

Memos from Central, FY 1980 (April-September)

Box 15 of 18

Memos from Central, FY 1980 (October-March)

Box 15 of 18

Info Serv Audio/Visual SI Slide Show, Texts & Leckie Orig.

Box 15 of 18

Quad Openings, 1987

Box 15 of 18

Membership Sales, Reports to Magazine

Box 15 of 18

Group Services Outreach

Box 15 of 18

Box 16

GC-18 SI Building, 1982

Box 16 of 18

GC-11a Museum of Natural History, 1981-1982

Box 16 of 18

GC-11b Discovery Room

Box 16 of 18

GC-10 Museum of American History, 1982

Box 16 of 18

GC-9 Museum of African Art, 1982

Box 16 of 18

Budget, 1972/1973

Box 16 of 18

Associates Budget Request, FY 1973

Box 16 of 18

AM Budget FY 1974

Box 16 of 18

VP Museum of Natural History

Box 16 of 18

NMNH, FY 1978

Box 16 of 18

RS-20 Miscellaneous, 1981-1982

Box 16 of 18

NASM and NMNH Information Desk Question Tally Sheets, FY 1982

Box 16 of 18

Information Desk Question Surveys, FY 1982

Box 16 of 18

OT-2 Office of Programming and Budget

Box 16 of 18

Seven-Day Information Services Program/Group Information Services

Mobile Info Program, 1988

Box 16 of 18

Telephone Information Program, 1987

Box 16 of 18

Telephone Training

Box 16 of 18

Group Information Service, 1986-1987

Box 16 of 18

GOP Training (2 folders)

Box 16 of 18

Procedures, Theory and Recommendations

Box 16 of 18

Educational Outreach Funding

Box 16 of 18

7-Day Information Recruitment

Box 16 of 18

Office of Personnel Administration (OPERSA) Survey

Box 16 of 18

Quadrangle Scheduling/Planning

Box 16 of 18

Quadrangle Crowd Control & Floor Plans

Box 16 of 18

Meetings With NMH Task Forces on Organization of NMH

Box 16 of 18

Management of Information Resources, Adams/Horton

Box 16 of 18

Tourist Binder Revision, July 1987

Box 16 of 18

Zoo Information at Desks

Box 16 of 18

Favorable Comments, 1988-1989

Box 16 of 18

Floor Plans in Museums

Box 16 of 18

Foreign Lang Brochure

Box 16 of 18

Monthly Reports, 1988

Box 16 of 18

Internships: VAM/OMP Program, Charlottesville, March 1987

Box 16 of 18

Canadian Conference, September 1985

Box 16 of 18

SVIS Materials

Box 16 of 18

NASM Volunteer Docent Handbook

Box 16 of 18

Box 17

Office of Staff, Volunteer, and Intern Services

"Art Talk" WGAY Interview, October 1985

Box 17 of 18

Air and Space Curators, Presentation, February 1986

Box 17 of 18

International Association of Business Communicators, October 1985

Box 17 of 18

Maryland Park and Planning Volunteer Materials

Box 17 of 18

MER Panel on Older Audiences, January 1985

Box 17 of 18

Prince George's Community College Senior Fitness Program, Presentation, February 1986

Box 17 of 18

Seven-Day Information Services Program/Group Information Services

American Association of Museums (AAM), 1984 Meeting

Box 17 of 18

Unit Accessibility

Box 17 of 18

B.C. Meetings

Box 17 of 18

7-Day Information Evaluation

Box 17 of 18

Hispanic Activities

Box 17 of 18

VIARC Annual Report, FY 1985/FY 1986

Box 17 of 18

Annual Report, FY 1984

Box 17 of 18

Annual Reports, 1988

Box 17 of 18

Annual Report, FY 1986

Box 17 of 18

Annual Reports for 7-Day, FY 1987

Box 17 of 18

VIARC Annual Report, FY 1983/FY 1984

Box 17 of 18

VIARC Annual Report, FY 1982/FY 1983

Box 17 of 18

VIARC Annual Report, FY 1981/FY 1982

Box 17 of 18

VIARC Annual Report, FY 1980/FY 1981

Box 17 of 18

Quarterly OEO Reports

Box 17 of 18

VIARC Budget, FY 1985/FY 1986

Box 17 of 18

VIARC Budget, FY 1984/FY 1985

Box 17 of 18

VIARC Budget, FY 1983/FY 1984

Box 17 of 18

VIARC Budget, FY 1982/FY 1983

Box 17 of 18

VIARC Budget, FY 1981/FY 1982

Box 17 of 18

NASM Cart Survey, FY 1987

Box 17 of 18

Mall Crew, End of Season Wrap

Box 17 of 18

Mall Crew Personnel, 1987

Box 17 of 18

Uniforms, 1987

Box 17 of 18

Mall Crew Pictures, 1983-1984

Box 17 of 18

Mall Crew Training, 1987

Box 17 of 18

Box 18

General Orientation Program (GOP) Slides

Box 18 of 18

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