Consisting of more than half of the documentation to the Anne d'Harnoncourt Records, Series I, Names and subjects, is comprised of six subseries of chronological date spans. Folders within each subseries are alphabetically arranged. Series II, Exhibitions, is comprised of four subseries of chronological date spans, with sub-subseries of individual exhibitions, chronologically arranged by exhibition date. There are six alphabetically-arranged subject subseries to Series III, Long-term records. They are: Barnes Foundation; Board of Trustees; Calder Museum; Duchamp, Marcel; Reinstallation project; and Remarks. The final series, Series IV, "Other materials," consists of two subseries of record types: "Administrative records," and "Assistant's files." Material of the former subseries is grouped by format, such as appointment calendars and phone logs. Files of the latter are arranged chronologically by date of the event documented.

Throughout this finding aid and within folder titles, the abbreviation "PMA" refers to the Philadelphia Museum of Art. In folder titles, "AdH" refers to Anne d'Harnoncourt. For purposes of preservation, photocopies were made during processing to replace post-it notes and thermofax pages, used for printing facsimile transmissions in the earlier-dated files. Photocopies were made on 8 1/2 x 11 paper, and in the case of the former, copies were folded around or clipped to the document on which the note was affixed. Clippings from newspapers and other publications are identified as "press clippings," maintaining d'Harnoncourt's nomenclature.

As director, d'Harnoncourt regularly received copies of documents as a matter of procedure. During processing, it was determined that certain documentation need not be retained and that the removal of such items from the records would not compromise informational value. Exceptions were made for any documents that d'Harnoncourt annotated or letters of gifts addressed to her. These were retained. Documents removed and discarded are: checks (photocopies); conservation reports, including examination, proposal and treatment reports; drafts not prepared by AdH; expect notices (from Registrar); gift processing forms and attachments, except for cover letters addressed to AdH; grant applications and interim reports; invoices, invoice transmittals or purchase requisitions (object-related); loan-out cards; restricted contribution forms. If access to such records is needed, researcher should consult with Archivist and/or the department of record for such documentation.