Appointment book, 2004

In various formats and levels of detail, administrative records outline how d'Harnoncourt spent her day and how her staff operated to keep her informed, organized, and on time. "Appointment book" files make up the first format, and span her entire career at PMA. Unfortunately, volumes are missing for 1982, 1983, 1985, 1986, and 1989-1994. From the styles of handwriting in these books, both d'Harnoncourt and her assistant made entries, which as the years progressed became more detailed as d'Harnoncourt's daily schedule became more demanding. In steno notebooks identified as "mail log," an assistant apparently attempted to record each piece of correspondence d'Harnoncourt received as well as a brief description of content. That there are only four volumes dating from d'Harnoncourt's first year as director suggests that this time-consuming task was short-lived. Based on the earliest volume date of 1997, "phone logs" were initiated at the time of her appointment as CEO. Also recorded in steno notebooks, these logs document incoming messages as well as a list of names d'Harnoncourt needed to call that day. Covering approximately one to two months per notebook, phone logs comprise the bulk of this subseries. Missing, however, are volumes for phone calls later than October 5, 2007. Like the mail logs, d'Harnoncourt's "out log" files were maintained at the outset of her tenure as director, although for a slightly longer duration of four years. There are, however, breaks in the chronology, with no files for 1983, 1984, and January through June 1985. Keeping a chronological file of all outgoing correspondence was an office procedure that previous directors employed. It appears that her office staff abandoned this filing system as copies of later correspondence annotated as "out" were instead filed by name or subject (and therefore part of Series I). Eventually, no extra copies were made for this purpose.

In addition to the rolodex cards and signature stamp ending this subseries are two files of miscellaneous notes. Left in unmarked folders or loose upon her desk, the notes appear to be the type d'Harnoncourt would have made during a phone conversation or a meeting in her office. Although most are undated, a subject matter can usually be discerned.