Administrative Information

Access Restrictions

Privacy protected information is considered closed for 75 years after date of record creation per Code of Virginia 42.1-78. Types of records restricted include, but are not limited to: attorney-client privileged documents and Office of Homeland Security documents. Restricted material has been sealed, but has not been removed from the collection. Constituent Correspondence must be reviewed before being used. The entire box of Series VIII: Robert P. Crouch, Jr. Attorney files are restricted for 75 years due to attorney-client privileged documents.

Use Restrictions

There are no restrictions.

Preferred Citation

Virginia. Office of Commonwealth Preparedness. Records, 1989-2009, bulk 2006-2009. Accession 44679. State Records Collection. The Library of Virginia, Richmond, Va.

Acquisition Information

Transferred from Office of Commonwealth Preparedness on 12 January 2010.

Biographical Information

The Office of Commonwealth Preparedness originated from Governor James Gilmore's Virginia Preparedness and Security Panel created after the September 11th terrorist attacks to better prevent and respond to such attacks in Virginia. Shortly thereafter, Governor-elect Mark R. Warner named John H. Hager to the newly created position of assistant to the governor for commonwealth preparedness, now a cabinet-level position, on 28 December 2001. Hager served as lieutenant governor under Governor James Gilmore and was a member of the Virginia Preparedness and Security Panel. On 31 January 2002, Governor Warner issued Executive Order 7, also known as the Secure Virginia Initiative, which rescinded Gilmore's Virginia Preparedness and Security Panel. Executive Order 7 also created the Secure Virginia Panel to review, evaluate, and make recommendations relating to emergency preparedness for the Commonwealth. The Secure Virginia Panel, which became the Secure Commonwealth Panel under Executive Order 69, was to consist of twenty members, later increased to twenty-eight members, under the Assistant to the Governor for Commonwealth Preparedness as chairman. The Office of Commonwealth Preparedness and the Secure Commonwealth Panel were later codified under 2.2-304 through 2.2-306 of the Code of Virginia.

The Office of Commonwealth Preparedness was created with the purpose of developing a coordinated security and preparedness strategy and implementation plan. The Assistant to the Governor for Commonwealth Preparedness, who is appointed by the governor for a term of four years, is responsible for the general management of the Office. In addition, the Assistant also serves as the point of contact with the federal Department of Homeland Security and as vice-chairman of the Virginia Military Advisory Council. Robert P. Crouch, Jr. served as Assistant to the Governor for Commonwealth Preparedness during Governor Timothy M. Kaine's Administration (2006-2010). In 2011 the Office of Commonwealth Preparedness became part of the Office of Veteran Affairs and Homeland Security, which was later renamed Office of Veterans and Defense Affairs. In 2014 Homeland Security was transferred to the Secretary of Public Safety and Homeland Security.

Scope and Content

The Office of Commonwealth Preparedness records consist of 37 archival boxes and are divided into eight series. Series have been designated for Cabinet Meeting Files, Commonwealth Interoperability Coordinator's Office Initiatives Files, Commonwealth Interoperability Coordinator's Office Subject files, Constituent Correspondence, Correspondence and Supporting Documentation, Homeland Security Files Grant, Meeting Files Preparedness Committees, and Robert P. Crouch Jr. Attorney Files. These records document the work of the Office of Commonwealth Preparedness. The bulk of the records can be found in the Correspondence and Supporting Documentation series related to base closings, campus security, hurricane preparedness, interoperability, the National Capital Region, and various office projects. Included are agendas, correspondence, minutes, newsletters, programs, reports, and surveys. Of note are the Constituent Correspondence and Correspondence and Supporting Documentation series which are invaluable in showing the concerns and interests of citizens, government officials, and other individuals regarding security, terrorism, and various other subjects.

Arrangement

This collection is arranged into the following series:

Related Material

OFFICE OF THE GOVERNOR-TIM KAINE

A Guide to the Governor Timothy M. Kaine Administration Electronic Files, Email, 2002-2010 (bulk 2006-2009). The Office of Commonwealth Preparedness Electronic Files series documents the electronic communication of the office during the Kaine administration. This series contains 13394 emails in eleven (11) subseries. Subseries have been designated for: A. Robert P. Crouch, Jr. Email, B. Steven Mondul Email, C. Wendy Hoffman Email, D. Susan Mongold Email, E. Mike McAllister Email, F. Constance McGeorge Email, G. Melissa McMenemy Email, H. Curtis Brown Email, I. Kerry Stuver Email, J. Megan Samford Email, and K. Jonathan Kiser Email. The email of Marc Follmer, Deputy Assistant for Commonwealth Preparedness and Senior Advisor to the Governor, can be found in Series I. Executive Office Email, Subseries H. There are no email files for Chris Essid, Commonwealth Interoperability Coordinator. There are 250 protected and confidential emails that are restricted from public access per Code of Virginia, 42-1-78. Types of restricted information may include, but are not limited to: attorney-client communications, security information and continuity of government information. The Library of Virginia Email Project - Governor Tim Kaine Portal provides access to the Kaine email collection and includes guides to other Kaine administration records.

The Governor Tim Kaine Administration Web Archive Collection, 2006-2010 contains archived versions of websites for the Governor's Office, his initiative sites, and the sites of his cabinet secretaries. Also included are the related sites for the First Lady (Anne Holton), as well as the Lt. Governor (Bill Bolling), and Attorney General (Bob McDonnell and William C. Mims), two statewide officials elected in the same cycle as Governor Kaine.

The Timothy M. Kaine Administration (2006-2010) Cabinet Weekly Reports Digital Collection contains the weekly reports submitted to the Governor and Chief of Staff by the Governor's Cabinet, including the Secretaries of Administration (Viola Baskerville), Agriculture and Forestry (Robert S. Bloxom), Commerce and Trade (Patrick O. Gottschalk), Commonwealth (Daniel C. LeBlanc, Jan-Mar. 2006 and Katherine K. Hanley (Mar. 2006-2010), Education (Dr. Thomas R. Morris), Finance (Jody Wagner, 2006-2008 and Richard D. Brown, 2008-2010), Health and Human Resources (Marilyn Tavenner), Natural Resources (Preston Bryant), Public Safety (John W. Marshall), Technology (Aneesh Chopra, 2006-2009 and Leonard M. Pomata, 2009-2010), and Transportation (Pierce Homer). Also included are reports by the Assistant to the Governor for Commonwealth Preparedness (Robert Crouch), Office of Constituent Services (Marc Cheatham, 2006-2007 and Amber Amato, 2007-2010), Press Office, Policy Office and Virginia Liaison Office. Reports were submitted each Thursday and placed in a binder for the Governor that he took with him at the end of the day on Friday. A second copy of the report was made for the Chief of Staff. The level of detail varied for each cabinet officer and items of importance were highlighted by staff for the Governor. Each report contains information on legislation, Governor's initiatives/special projects, agency matters/operations, events/agency visits, audits/investigations/compliance, stakeholder issues and pending decisions. Governor Kaine wrote handwritten notes and/or marked-up some reports with post-it notes and requested follow up information from the person submitting the report. Those questions and answers are included in this series. This series provides a weekly account of the issues and policy decisions of the Kaine Administration.

The Executive Orders Digital Collection includes 110 executive orders and 9 executive directives issued by Governor Kaine.

A Guide to the Governor Timothy M. Kaine, Policy Office, Records, 2002-2010 (bulk 2006-2009). The Policy Office Records of Governor Timothy M. Kaine are housed in 174 boxes. The collection is arranged into five (5) series. Series have been designated for: I. Decision Briefs; II. Regulations; III. Legislative Files; IV. Executive Orders and Directives; and V. Policy Analyst Files. These records include agendas, decision briefs, correspondence, memorandums, legislative files, briefing books, meeting notes, subject files, reports, talking points and regulations. These records document the legislative and policy priorities of the Kaine administration (2006-2010). This collection also includes records from Governor Mark Warner's administration (2002-2006).

A Guide to the Records of the Virginia Liaison Office, 2003-2010 (bulk 2006-2009. The Virginia Liaison Office records, 2003-2009 (bulk 2006-2009), are housed in 34 boxes. The collection includes series for Director's correspondence and subject files, Policy Analyst correspondence and subject files, National Governor's Association, and Southern Governor's Association.