ONE STEP AT A TIME · 2018-06-13 · Page 1 PAPERLESS PLAN REDUCE PAPER USE ONE STEP AT A TIME The PAPERLESS Plan can help you reduce paper use in your business. Reducing paper waste

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PAPERLESS PLAN

REDUCE PAPER USEONE STEP AT A TIMEThe PAPERLESS Plan can help you reduce paperuse in your business. Reducing paper waste willmake your business more efficient andcompetitive, and will contribute to a betterenvironment for our community. This step-by-step Plan includes a waste-prevention focus foreach step, a checklist to help you take action, amemo for employees describing what you wantthem to do, and helpful information.

This plan is also available on disk, in both Macand PC versions, presented in Common Groundsoftware with a built-in MiniViewer. Alsoincluded is a file containing the all the memos in aword processing format for you to tailor for yourbusiness. If you would like the disk, call theRECYCLING HOTLINE at 800 533-8414 or EMAILyour request to:[email protected]

PAPERLESS is a project of the Solid Waste Commission of Santa Clara County, supportedby the County of Santa Clara and the fifteen cities.

Local sponsors include the San Jose Mercury News, the Business Journal serving SanJose and Silicon Valley, Peninsula Conservation Center Foundation, Xerox Corporation,and KBAY Radio.

Solid Waste Commissionmembers are elected officialsrepresenting the communitiesand residents of Santa ClaraCounty. CurrentCommissioners are:

S. Joseph Simitian, ChairMatthew DeanWally DeanManny Diaz Jose EstevesTony EstremeraRalph Faravelli John McLemoreSuellen RowlisonJack Walker.

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PAPERLESS PLAN = BUSINESS OPPORTUNITY

Paper is essential for your business-- but paper waste hurts yourbottom line. You pay to purchasethat wasted paper, to print it, copy it,file it, mail it, dispose of it. Efficientpaper use saves money, so using lesspaper is better for business.

Waste prevention saves money,resources, and is better for ourenvironment. Can you improve theefficiency of paper use in yourbusiness? Many businesses find thatthey can save large amounts of paper.This step-by-step Plan includes awaste-prevention checklist to help youtake action, a memos for employeesdescribing what you want them to do,and supplemental information.

Examine your operations to determinethe types of waste you generate andthe source of waste. Take advantageof opportunities to improve efficiencyand eliminate waste.

This PAPERLESS Plan enables YOUto make a difference: save money,save storage space, and save trees!This PLAN is easy to implement,reduces your business operating costs,and decreases our community’sreliance on landfill space. By helpingyou reduce paper waste, PAPERLESSwill assist the cities and the Countyachieve state-mandated wastereduction goals (see information box).Join other businesses in Santa ClaraCounty and become

PAPERLESS. . . It's Better for Business!

In 1989, the California Legislaturepassed the California Integrated WasteManagement Act, requiring each cityand county to implement plans toreduce wastes disposed in landfills by25% by 1995 and 50% by 2000.Commercial waste prevention isneeded to achieve the year 2000 goal.With your company's activeparticipation in waste preventionprograms, such as the PAPERLESS Plan,our communities can decrease theamount of waste being landfilled.

For information or assistance, contact:

County of Santa Clara Integrated Waste Management Program

1735 North First Street, Suite 275San Jose, California 95112

408-441-1198email: [email protected]

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STEP BY STEP SUMMARY OF THE PAPERLESS PLAN

This summary shows the Plan’s strategy for each step. A section for each step includeschecklist, a memo for employees, and supplemental information if needed. Additionalinformation for easy reference and encouragement is also included.

STEP 1 PAPERLESS COMMUNICATION! encourages the use of email, circulatingmessages among employees, and reviewing drafts on screen.

STEP 2 TWO SIDES ARE BETTER THAN ONE! asks everyone to copy and printdouble-sided.

STEP 3 LET’S COUNT! shows you how to calculate the number of copies made, and totrack the increase in use of double-sided copies.

STEP 4 HOW ARE WE DOING? focuses on areas of waste reduction specific to yourbusiness.

STEP 5 JUNK THAT JUNK MAIL! helps handle all the unsolicited and unwanted mailyou receive and to reduce the number of magazines and phone books which aredelivered. Show You Care, Share!

STEP 6 REQUEST DOUBLES HERE! focuses on requesting less wasteful packaging,and specifying double-sided copying and printing of documents.

STEP 7 PAY ATTENTION TO PACKAGING! is another step to consider how items arepackaged, to reuse packaging, and to question whether something even needs to bemailed.

STEP 8 THE BIG PICTURE: BUY LESS, BUY RECYCLED, BUY DURABLE, ANDREUSABLE! is the time to formulate a purchasing policy which takes into accountwhether items are made of recycled materials and whether they are necessary, longlasting, and reusable.

STEP 9 REUSE EVERYTHING! focuses on switching from use of disposable products touse of reusable products.

STEP 10 SCRAP PAPER AND FILING REVOLUTION! helps to refine wastereduction habits with special attention on filing decisions and saving file space.

HOLIDAY STEP WASTE-NOT HOLIDAY CHEER! features a no-waste party forcelebrating the holidays.

STEP 11 THE FINAL REPORT is a chance to review your success and your efforts atreducing paper usage and waste.

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START NOW!

• Review the SUMMARY section. Meet with appropriate staff to discuss yourcompany’s participation. Strong management support is essential to asuccessful program. Success stories from other businesses are included. Sharethese stories to show managers what can be accomplished.

• Place the poster above your copy machine or in another conspicuous place. Ifyou want more posters, request them from the Recycling Hotline: 1-800-533-8414.

• Email the KICKOFF MEMO to all employees. If you do not use internal email,post the memo where everyone will see it and circulate a copy amongemployees.

• Explain the Plan at your next staff meeting. Make sure that each employeeunderstands the Plan benefits and what you expect of them. The Kickoffmemo provides the information you need.

• Review the CHECKLIST and MEMO for the First Step.

• To Measure results from this Plan: Check the copy count reading on your copymachines on the same date each month (such as the 15th). Record the numbersin the KEEPING TRACK section. You will be reminded to track copies andcosts each month.

As you proceed with each step, feel free to customize the plan to work better in youroffice. Please call or email us if you have questions, run into problems, or would liketo share your progress and ideas.

QUESTIONS? Email: [email protected]

Call the Recycling Hotline: 1-800-533-8414

Call Santa Clara County Integrated Waste Management

at 1-408-441-1198

Visit our Website at http://www.ReduceWaste.org

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TO: All Employees

SUBJECT: Kickoff Memo -- PAPERLESS . . . It's Better for Business

Do you know?

• In California, businesses generate 61% of the waste stream; that’s over 27million tons of waste each year.

• Offices use nearly 1.5 pounds of paper per person per day.

• An average American office worker throws away one-half pound of paper perday. A worker in a financial institution throws away 2 pounds per day!

• Businesses use 2 million tons of paper in copiers each year.

Our community has asked us to help reduce the waste we produce by participating ina business waste reduction campaign.

What can we do?

We can make a difference in our office by using less paper. Reducing paper use willalso cut our operating costs by reducing postage, saving paper, using less storage andfiling space, and reducing staff time at the copy machine.

What do you need to do?

Our company will focus on waste prevention one step at a time. Small changes indaily habits will enable us to use resources more wisely and efficiently and to savepaper, money, and storage space. Every employee will receive an email (or memo)discussing the focus for each step of the PAPERLESS PLAN and explaining how toimplement it. Our success depends on each of us, so let’s make it an active andsuccessful project! We count on your participation, and your suggestions andcomments are welcome.

The first few steps are focused on cutting down our paper usage. Expect your firstemail (or memo) soon!

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PAPERLESS. . . Step 1 Checklist

PAPERLESS Communication!

The first step of the Plan focuses on developing some simple habits:eliminating the printing of unnecessary copies and using email. Reducingthe copies you make saves staff time and can reduce staffing costs. Thischecklist makes it easy for you to help employees change their copy habits.

1. Keeping Track - On your chosen date, check the copy count reading on each copymachine. Note the numbers in KEEPING TRACK, page 44. Make a note of otherchanges. For tips on more ways to measure success, see MEASURING THE SUCCESSOF OFFICE PAPER REDUCTION EFFORTS, page 45.

2. Choose A or B below based on whether you do or don't have email.

A. We have email:• Add comments to the Step 1 memo: PAPERLESS COMMUNICATION!

Personalize the suggestions to tailor them to your company. Email to all employeesand management.

• Talk with meeting organizers, ask them to email meeting announcements andagendas to participants. Create an email directory (if needed) for effective email use.Encourage use of email to send draft documents to be reviewed. You are alreadysaving paper!

B. We don't have email:

• Consider adding email capability -- It's an excellent tool for reducing paper useand saving time.

• Choose a space where important notices can be posted. Remind employeeswhen you have posted a notice in that location until everyone is familiar withthe new system.

• Add comments to the Step 1 memo: PAPERLESS COMMUNICATION!Personalize the suggestions to tailor them to your company. Route the memoto all the staff so that everyone shares a copy (or several copies, as needed foreffective communications). Post a copy on your READ THIS NOTICE board.

3. More PAPERLESS Tips:

• Use dry-erasable boards to reduce paper use in meetings.

• Provide computer disks to employees who input and review draft documentsso that they can exchange review copies of documents without printing them.Each time a document is reviewed and corrected on disk, or emailed ratherthan copied and mailed, you save paper, as well as the time it take to makeand send the document!

• Can you send and receive faxes electronically? Paper is saved when faxes arenot printed. You can also eliminate cover sheets when printing faxes whenyou include the routing/origination information on the first page of your fax.

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TO: All Employees

SUBJECT: PAPERLESS . . . It's Better for Business . . . Step 1PAPERLESS Communication!

We work in the heart of Silicon Valley and we still use TONS of paper? Before youpress the print button, ask yourself: Do I really need to print this?

When typewriters were considered high tech, corrections were made by hand prior totyping the final version. With the ease of word processing, we now print multipledrafts. Review documents on screen rather than on paper. When the final version iscomplete and ready to be signed, that’s the time to print! Circulating documents ondisk rather than paper also saves all the time it takes to make all those copies.

Can the document be shortened? Can the margins be smaller? Can a more compactfont be used? Font examples:

A shorter or more compact document saves paper. Geneva, 12 point font.

A shorter or more compact document saves paper. Bookman, 12 pointfont.

A shorter or more compact document saves paper. Palatino, 12 point font.A shorter or more compact document saves paper. Palatino, 11 point font.

Eliminate printed drafts by exchanging disks rather than paper, using spell check, andreviewing on screen. With the final version in hand, if you notice a change whichneeds to be made; make the change and print only the corrected page.

Before you print, ask yourself:

Do I need to print this? Do I really need to print this?

Could I email this or leave a voicemail message instead?

Can I send this fax electronically? Do I need to print this fax?

Can I accept or use a version with hand-written corrections rather than reprint it?

Can we review this on screen rather than printing a paper copy?

Is this really the final copy? Will it be reviewed and corrected again?

Email Questions? Do you need help setting up or using an email account? Pleaseask! Check your email regularly! We will rely on email more and more. If you forgetto check, you may miss important information.

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DO I REALLY NEED TO PRINT THIS?

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PAPERLESS . . . Step 2 Checklist

Two Sides are Better than One!

This step’s waste prevention focus has great potential to make a difference.Make the change from single-sided copies to doubles. It will be easier toaccomplish if you have a copier which accepts and duplicates double-sidedcopies, but even with an old cranky machine, there are actions you can take.

• Ask your technician to adjust your copy machine to default to two-sided copies.

If your copier doesn’t “do” two-sided copies, determine how paper which hasbeen copied on one side must be placed in the paper supply drawer to have thesecond side copied correctly. You can do this easily by running a test copythrough your machine to see how it prints.

Test copy instructions:S. Take a blank piece of paper, draw an arrow pointing to the top of the sheet.

20. Place this in the paper tray with the arrow on the top and pointing into thecopier.

21. Copy something printed onto this sheet.22. With the finished copy, you will see the relationship between how the paper

is loaded and the finished result.23. Now take a single-sided copy, place it in the paper tray and copy onto the

second side.24. Do you have a two-sided copy?25. If not, determine whether you loaded the paper upside down or backwards

and try again.26. Write a step by step procedure for making two-sided copies and post it near

the copier.

• When you replace a copier, be sure to specify that the new one make two-sidedcopies.

• Set printer defaults to print two-sided documents if possible. If your printers canonly print single-sided documents, determine how to place the paper in themanual feeding tray in order to have it print the second page correctly on thesecond side. Write up instructions and post them near the printer.

• Read and add comments to the Step 2 memo: TWO SIDES ARE BETTERTHAN ONE! Personalize the suggestions to make them appropriate for yourcompany. Delete any paragraphs (4, 5, or 6) which are not applicable. Email orcirculate the memo to all employees and post a copy over your copy machine.

• Check the copy count reading for each copy machine on the scheduled date. Notethe numbers in KEEPING TRACK.

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TO: All Employees

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 2Two Sides are Better than One!

Imagine the pile in your inbox only half as high . . . Imagine half as much paper inyour briefcase . . . Imagine your 4-drawer file cabinet with two empty drawers . . .Imagine postage costs plummeting and paper costs cut in half . . .

Changing to two-sided copies can give us all this and more. This step in ourPAPERLESS PLAN action is to use less paper by using both sides. It’s not difficult!

The California Integrated Waste Management Board estimates costs at 5¢ per copy,3.5¢ per page for postage, and .6¢ per sheet of paper - they don’t even try to guess thevalue of your time spent copying! Using double-sided copies reduces postage andcuts paper costs by half.

To make it easy, the office copier is being set to default to two-sided copies. Copieswill automatically be two-sided unless you choose otherwise. OR for simpledocuments: copy one side, remove the copies and insert into the paper tray to copythe other side. Follow the directions posted by the copier.

Document Printing: For short documents such as letters, print one side, then place itinto the manual feeder and print page two. Especially with letters, the extra effortshows people that you care about your impact on the environment.

While the court system may require single-sided documents, file copies use much lessspace when double-sided and draft copies can always be copied on two sides.Copying a large order? Copy shops make two-sided copies routinely. Considerordering out if you need more than a few copies, and be sure to specify two-sidedcopying.

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Let’s Count!

Time to count, calculate, and create new ideas! Each employee will be askedto keep track of the copies made on Business-as-Usual Day.

♦ Choose a date for Business-as-Usual Day and fill in the date on the staff memo inthe underlined space. Announce the date at the next staff meeting. Email thememo. Post the date on the notice board and over the copier. If you don’t haveemail, make a copy of this questionnaire for each employee.

♦ Remind staff on Business-as-Usual Day of what you want them to do!

♦ Send the PURCHASING QUERY 1 memo to your purchasing agent..

♦ Review all the forms your business uses. Are they all necessary? Can any becombined? Can you eliminate any completely? Can some forms becomputerized? Present your suggestions at the next staff meeting.

♦ Check the copy count reading for each copy machine on the scheduled date. Notethe numbers in KEEPING TRACK.

♦ Would you like more information on how to measure paper waste reduction?Check the MEASURING SUCCESS Section, pages 44 to 52.

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TO: All Employees SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 3

Let’s Count!

BUSINESS AS USUAL QUESTIONNAIRE

For Step 3 we will be counting our paper usage, copy usage, and costs. Pleasecontinue to make two-sided copies, review your drafts on screen, and use email!

On (date) , Business-as-Usual Day, please keep track of your paper use and fillin the information requested below:

Copier Count

I made copies today.

Of these, copies were two-sided (count each side as one copy - for example,20 sheets of two-sided copying counts as 40 copies).

Printer

I printed pages.

Of these, pages were two-sided.

Paper Saved

I sent email messages.

I sent pages by electronic fax.

I could have saved more paper if I . . .

My suggestions to save paper in copying and printing:

Email your answers or return this questionnaire to (name) on (date)!

Thank you!

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TO: Purchasing

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 3

Let’s Count! Purchasing Query 1

As you know, we are working to reduce the amount of paper we use which will savemoney by decreasing the amount of paper we buy. In order to evaluate our progress,I need to review some purchasing data. Please provide the following information.

How many cases of office paper do we buy (500 sheets per ream, 10 reams percase)?

total for last year cases

monthly average cases

total for last 3 months cases

monthly average cases

How much did it cost?

total for last year $

monthly average $

total for last 3 months $

monthly average $

Were there significant fluctuations in the price of paper? Yes No

Are copier charges based on the number of copies made? Yes No

Is the copier contract priced at a base rate plus extra cost for copies above the base ratenumber? Yes No What is the number of base rate copies?

What is the average cost per month for copier services? $

Has the monthly charge decreased in the last 3 months? Yes No

If yes, why?

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Were there seasonal impacts on the numbers of copies made that would affect theinterpretation of this data (ie printing of annual reports)? Please explain. Thank you.

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How are we doing?

Personalize the PAPERLESS PLAN! Recruit a team of interested staff to reviewthe Business As Usual reports and discuss the following questions:

§ How can we reduce the number of copies made?

2. Are copies made which are not needed? Why were these copies made? Areunnecessary reports printed or copied?

3. Have we reduced printing of draft documents?

4. Have we changed to two-sided copies for filed documents instead of one-sidedones?

5. Have we increased the use of digital filing for in-house documents? Could we usea scanner to file copies onto disk?

6. Are people making two-sided copies? If not, why not?

7. Do some employees use much less paper? Can we acknowledge and reward thisaccomplishment in some way?

8. Do we send or receive informational notices which could be emailed, posted orrouted instead?

9. Are reports copied double-sided, or emailed instead? Can in-house reports besubmitted by email or on disk?

10. Can we choose different standard fonts and document margins to reduce thelength of printed documents?

Analysis and Action: What is the most useful change you can make? For instance, aredocuments still being copied single-sided and filed? Make that most useful changethe highlight of your MEMO FOR STEP 4. Include suggestions from employees.Acknowledge PAPERLESS LEADERS. Tell your staff how much paper the office used inthe last 6 months and how much it cost.

Check the copy count reading for each copy machine on the scheduled date. Note thenumbers in KEEPING TRACK.

Next Step: Junk your Junk Mail! Order your free Junk Mail Reduction Kit now fromthe Recycling Hotline: 1-800-533-8414.

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TO: All Employees

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 4How are we Doing?

Thank you for returning your Business as Usual questionnaires. Your answers havehelped to determine our focus.

How much paper are we using?

We used cases of paper last year and spent $ onoffice paper. In the first three steps of the PAPERLESS PLAN we used an average of______ cases of paper and spent about $ ______ per month on office paper.

Our employees decided that the most useful change we can make is:

[Insert “most useful change” and employee suggestions]

Several employees have been particularly successful in reducing paper usage. Thankyou to:

[List employee names here]

PAPERLESS Tips for Step 4:

Eliminate fax cover sheets! Put a fax header on the document or use a stick-onfax address note. If you must have a separate cover sheet, use a half sheet orjust enough to get your message across. We can count our impact on papersavings at one page to eliminate one cover sheet plus one page for eachrecipient multiplied by the number of faxes we send. Imagine how muchpaper would be saved if everyone stopped using fax cover sheets!

Copy on Demand. Make only as many copies as are actually needed --minimize making those “just-in-case” copies. Ask people if they need copiesbefore making them.

Focus for the Next Three Steps:

CONTROL THE FLOW, INCOMING WASTE ALERT!

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Junk that Junk Mail! Show You Care, Share!

The average American is on over 50 mailing lists. Removing names frommailing lists requires a little effort, but the payoff is a big reduction inunwanted mail. If you have not yet ordered a Junk Mail Reduction Kit,request a kit from the Recycling Hotline at 1-800-533-8414. The kit will helpyou to remove your business and individual employees from national andlocal mailing lists.

1. Recruit a volunteer for the position of Junk Mail Supervisor (JMS). Ask someonewho has enthusiastically supported the PAPERLESS PLAN, someone who will getthe job done. Place a box in a convenient location near your JMS’s workstation fordeposit of junk mail by employees.

2. Give the CHECKLIST, the EMPLOYEE MEMO, and the Junk Mail Reduction Kit tothe JMS.

3. Phone book order. Check the cover of your phone book for the “Keep Until” date.Up until two months prior to that date you can change your standing order for thenumber of phone books delivered. Does everyone really need a “private” phonebook in his/her office? For employees who don’t require a personal set, designate aconvenient location for storing a set to be shared. Ask the staff to tell you howmany phone books they actually need. Call 1-800-848-8000 to order the correctnumber of phone books.

4. Check the copy count reading for each copy machine on the scheduled date. Notethe numbers in KEEPING TRACK.

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PAPERLESS. . . Step 5 Junk Mail Supervisor’s Checklist

Junk that Junk Mail! Show You Care, Share!

1. Read through the Junk Mail Reduction Kit.

2. Read the EMPLOYEE MEMO, edit as needed and email or post for allemployees.

3. When using the kit, be sure to include all the addresses you want to delete. Ifindividuals get unwanted mail at your business address, these names shouldalso be included. Use the postcards and mailing labels to remove names fromnational mailing lists. This will slow down the NEW junk mail you receive.

4. Don’t expect instant or permanent results. Review the mail you are gettingevery three months to find out if you should remove names from additionallists; then review mail periodically in the future to catch the junk mail when itstarts to increase again.

5. For unwanted catalogs: Call their 800 number, ask to be removed from theirmailing list and tell them not to sell or trade your address. Is there an emailaddress? If yes, send an email message asking to be removed from the mailinglist.

6. For duplicate or undesired mailings without 800 numbers: Cut off the mailinglabels and mail them back with a note to remove one or both names from thatmailing list.

7. For duplicate magazine subscriptions: Remove the mailing labels and mailthem back with a note to the “change of address” address listed in themagazine. Ask to combine the two subscriptions into one, to mail only oneissue and to add extra issues onto the length of your subscription.

8. Local mailing lists: many people and businesses receive ADVO and Val-Pakmailings. These mailing labels are included in your Junk Mail ReductionKit for your use. Other local mail can be handled with a quick local call.Watch your junk mail for a month to determine repeat mailers and target themfor your calls.

9. Handle unwanted faxes with similar procedures. Prepare a generic note tofax back to request that your phone number be taken off the list.

10. Review company mailing lists to find duplicate and out-dated names so thatyour mail doesn’t become someone else’s JUNK MAIL!

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TO: All Employees

FROM: , Junk Mail Supervisor

SUBJECT: PAPERLESS . . . It’s better for Business . . . Step 5Junk that Junk Mail!Show You Care, Share!

Do you receive unwanted mail? Extra catalogs? Magazines you don’t read or need?Magazines you read once and toss? Each year, junk mail in the United States usesover 62 million trees, 25 billion gallons of water, and when junk mail ends up in thetrash, it fills our landfills.

Here’s what to do to reduce this waste:

• Look through all the publications and catalogs you receive. Are there any youdon’t want? Are there professional magazines you could share with others inthe office? Do you get duplicates of any publications?

• Send them to me! I will remove your name from the mailing list and cancelunwanted subscriptions. Drop your unwanted and unsolicited mail in thejunk mail box, located . In order to combat the paperwaste flowing into our business, these companies will be asked to stop sendingunnecessary and unwanted mail.

• When you receive a renewal notice for a magazine subscription, ask if anyonewould like to share that subscription with you and order one copy instead oftwo, or three, or four . . .

• When you order items by phone or from catalogs, ask that your name and ourbusiness name not be released to other mailing lists. Write that request onorder forms and invoices.

• Do you want to reduce junk mail at home too? Call 1-800-533-8414 and ask foryour own Junk Mail Reduction Kit.

• Review mailing lists that you use to find duplicate and out-dated names sothat we don’t send “junk mail” to someone else!

Remember! Every time you order a product, enter a sweepstakes, join anorganization, mail in a donation to charity, or drop your business card in a “contest”box, your name is added to a mailing list. Write a note on the purchase order,sweepstakes entry, membership enrollment form, donation form, or your business

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card to tell the recipient that you don’t want your name and address sold, traded, orrented!

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We Request Doubles Here! Think Twice When You Order!

Consider your responsibility when ordering documents and packaging.

Identify employees who:

• Request reports or proposals from outside sources;

• Receive draft documents from other professionals;

• Order supplies.

These are the employees who can make a big difference in reducingincoming waste.

This step has an easy checklist for you to follow.

1. Read, edit, and email/circulate the MEMO.

2. Check with your Junk Mail Supervisor to see how he/she is doing. Does theJMS need any further help or support?

3. Check the copy count reading for each copy machine on the scheduled date.Note the numbers in KEEPING TRACK.

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TO: All Employees

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 6We Request Doubles Here! Think Twice When You Order!

Are you ordering any documents? Proposals? Bids? Reports? Draft documents?When you do, specify that you want reports and proposals submitted on two-sidedcopies.

Think two-sided every time you request a written document. Eventually, two-sidedcopying will become business-as-usual, but for now it is still necessary to repeat therequest with each order.

Are you ordering supplies? Tell the vendor how you want supplies packaged.Consider:

1. What is the least amount of packaging that will do the job?

2. On large purchases, will vendors take back the packaging for reuse?

3. Are corn starch peanuts (which dissolve in water) available instead ofStyrofoam? How about molded fiber?

4. Will a padded book envelope work as well as a box and Styrofoam?

5. Does the vendor reuse packaging materials? Does the vendor use packagingmaterials made from recycled product?

6. Is the packaging reusable or easily recycled?

7. Can we reuse the packaging to meet our storage or mailing needs?

Notice how the order is packed. Tell vendors when you are unhappy with theirpackaging and why. Ask them if they can make the changes you want. Since theywant your business, you can influence their packaging decisions. Acknowledge theefforts of companies which take steps to reduce and recycle. Tell them their actionsmake a difference to you and that our company appreciates receiving theirenvironmentally-packaged products.

Even if you do not receive your order packaged in a way which is environmentallysound, raising the issue will make an impact. Keep asking and continue to expectitems to be packaged with consideration for their impact on the environment.

Be sure to reuse or recycle all the packaging you can!

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Pay Attention to Packaging!

This step we consider what we mail and how to reuse what we receive.It’s easy!

1. Read, edit and email or circulate the MEMO to all employees. Don’t forget toask yourself this step’s questions:

• Is it necessary to copy and mail this document? Did I already fax or emailthis document?

• Will another document be mailed to the same client? Can I mail themtogether, saving both envelopes and postage?

• Is this mailing two-sided? If not, why not?

• On bulk mailings, have I checked for duplicate mailing labels?


3. Check the Keeping Track table to determine if the number of copies per monthis decreasing. Let everyone know how they are doing! If copies are notdecreasing, it may mean that people are now using two-sided copies (counts astwo copies on the machine count) but are not reducing the number of copiesmade. If you don’t see much of a decrease, review the tips from steps 1 and 2and see if any reminders are needed. While considering the copy figures, keepin mind that more copies may be a reflection of more business or a seasonalchange. Don’t get discouraged! If employees have made changes in copyinghabits, you have made a difference.

Coming up in the next three steps:

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THE BIG PICTURE!

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TO: All Employees

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 7Pay Attention to Packaging!

50% of paper used in the USA is used in packaging! Ask for less packaging. Use lesspackaging. Don’t just toss the packaging in the trash, reuse it or find a vendor whowill reuse it or recycle it. Many mailing centers will accept Styrofoam peanuts forreuse -- Some will accept boxes too.

Reuse sturdy boxes for storage (such as packing boxes for cases of paper).

Reuse manila envelopes for intraoffice communications, for routing documentsand disks. Buy a rubber stamp that says “Once is Not Enough” or “This EnvelopeReused to Save Paper.”

Is there something you order frequently? Try ordering in larger quantities to savemoney and packaging.

Time to save money on postage! Check outgoing mail and ask yourself thesequestions:

Is it necessary to copy and mail this document? Did I already fax or email this?

Will another document be mailed to the same client? Can I mail them together,saving both envelopes and postage?

Is this mailing two-sided? If not, why not? Two-sided copies weigh half as much,can require smaller envelopes, and can save on postage.

On bulk mailings, have I checked for duplicate mailing labels?

Reuse packaging materials. Use a sticker for the new address. Reuse mailingenvelopes and boxes when possible. When you order packaging materials, be sureto specify that packaging contain recycled fiber or material, and avoid Tyvekenvelopes because they are difficult to recycle.

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The Big Picture: Buy Less, Buy Recycled, Buy Long Lasting and Reusable!

This step, you will focus on changing purchasing practices and policy.Changes will help your business close the loop on recycling by buyingproducts made from recycled materials, and products that are reusable anddurable rather than disposable.

Do you need an updated purchasing policy? Assure that you have strongmanagement support for an updated purchasing policy. Then:

1. Work with the Purchasing Agent to establish a policy to seek environmentally-friendly products, including purchase of durable, reusable, recycled, andrepairable products. For examples of PURCHASING POLICIES, see pages 56 to 58.

2. Work with the Purchasing Agent to implement the policy, especially for itemspurchased in bulk for use throughout the office. The MEMO to the PurchasingAgent lists some easy products to target for purchase of recycled-content supplies.Does the Purchasing Agent need more information? Check the PURCHASINGsection, pages 53 to 55, for an article on the quality of recycled paper written by theCalifornia Integrated Waste Management Board. If needed, print and attach it tothe Purchasing Agent’s memo.

3. Circulate or email a copy of the policy to each employee with an explanation of thepurpose of the policy and its benefits. Inform them that the new policy is fullysupported by you, your company, owner, management, etc.

4. Ask everyone who purchases supplies to request options from your vendors forenvironmentally-friendly product alternatives. Set an example by reviewingpurchase orders and asking questions about the items ordered - are theyrecyclable? Made from recycled materials? Durable? Easy to service andmaintain? If you don’t buy disposable items, employees won’t use them!

5. Do you have a paper recycling program? Paper recycling is easy in Santa ClaraCounty. If you do not yet have a program:

• Call the Recycling Hotline at 1-800-533-8414 for information on how to start.

• Visit the web site of the Santa Clara Valley Manufacturers’ Group for their“Guide to Commercial Recycling Programs” at http://www.scvmg.com. (Alimited number of hard copy guides are available, call 408-496-6801; Note thatall the information is available on the web site.)

6. Check the copy count reading for each copy machine on the scheduled date. Notethe numbers in KEEPING TRACK.

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TO: Purchasing

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 8The Big Picture: Buy Less, Buy Recycled, Buy Long Lasting and Reusable! Policy Setting Step . . .

As you know, we have been working to reduce paper waste for some time. This step,focuses on buying products made from recycled materials, and products that arereusable and durable rather than disposable. Do we need an updated purchasingpolicy? If so, let’s work to change purchasing policy and practices to help close theloop on recycling by buying recycled. Let me know if you have questions or needmore information about the quality of recycled paper.

Our policy should allow us to seek environmentally-friendly products wheneverpossible and provide for purchase of durable, reusable, recycled, and repairableproducts. Once a policy is approved, we will:

• Circulate or email a copy of the policy to each employee with purchasingauthority to explain the purpose of the policy and its benefits, and to informthem that the new policy is fully supported by you, our company,management, owner, etc.

• Encourage employees with purchasing authority to request options fromvendors for environmentally-friendly product alternatives. Managers will beasked to set an example by reviewing purchase orders and asking questionsabout the items ordered - Are they recyclable? Made from recycled materials?Durable? Easy to service and maintain?

For items purchased through the Purchasing Department, please make the followingcommitments for purchase of products with recycled content:

First:

Choose/specify recycled paper for copiers and printers. Always request recycledpaper when you order printing and copying of documents. Ask for a highpercentage of post-consumer fiber in recycled paper.

Second:

Choose recycled paper when ordering stationery, envelopes, adding machine tape,forms, business cards, checks, ledgers, files, legal pads, index cards . . . there arealways excellent recycled choices!

Buy toilet paper, paper towels, and napkins with recycled content. Check to see

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what brand we buy and if it contains recycled fiber. Consider choosing clothtowels, sponges, and cloth napkins for use in lunchroom areas instead of paper.

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As for non-paper items, do a pre-purchase review. Do we really need this? Is there areusable alternative? Is this product repairable? Does it need batteries? Then userechargeable batteries.

Buy the lightest, smallest, most durable product that will do the job.

Choose a product with the longest warranty and with available repair service,interchangeable parts, minimal packaging, and no hazardous materials.

When ordering software for the office, determine how many manuals you actuallyneed. Expect employees to share manuals from a centrally located referencesection.

Buy refilled toner cartridges and save about 50% of the cost.

Buying a printer or copier? Choose models which can use refillable cartridges andwhich easily make two-sided copies. Make sure the warranty does not require theuse of new toner cartridges.

Choose fluorescent bulbs over incandescent bulbs.

Outlaw disposable pens! Have a supply of refills available instead of a box ofdisposable pens.

If you don’t buy disposable items, employees won’t use them, and wewon’t have to pay to haul them away!

Need help finding items made from recycled materials?

Call the Recycling Hotline at 1-800-533-8414.

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TO: All Employees

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 8The Big Picture: Buy Less, Buy Recycled, Buy Long Lasting

and Reusable! Policy Setting Step . . .

Paper facts:

• One third of all waste in the U.S. is paper. Newspaper is number 1, followedby corrugated cardboard boxes and office paper.

• Two million tons of paper are used in copiers each year.

• An average American office worker throws away 1/2 pound of paper a day. Aworker in a financial institution throws away 2 pounds a day.

Recycle all the paper waste you can and use recycled paper. Using recycled papercompletes the loop. This step’s goal is to purchase recycled paper products and itemswhich are non-disposable and long lasting.

Choose/specify recycled paper for copiers and printers. Always request recycledpaper when you order printing and copying of documents. Ask for a high percentageof postconsumer fiber.

Choose recycled paper when ordering stationery, envelopes, adding machine tape,forms, business cards, checks, ledgers, files, legal pads, index cards . . . there arealways excellent recycled choices!

For non-paper items, do a pre-purchase review. Do I really need this? Is there areusable alternative? Is this product repairable? Does it need batteries? Userechargeable batteries.

Buy the lightest, smallest, most durable product that will do the job.

Choose a product with the longest warranty and with available repair service,interchangeable parts, minimal packaging, and no hazardous materials.

When ordering software for the office, specify the number of manuals actuallyneeded. Make sharing easy by establishing a centrally-located area for manuals.

Buy refilled toner cartridges and save about 50% of the cost.

Buying a printer or copier? Choose models which can use refillable cartridges andwhich easily make two-sided copies. Make sure the warranty does not require theuse of new cartridges.

Choose fluorescent bulbs over incandescent bulbs.

Eliminate disposable pens! Have a supply of refills available instead of a box ofdisposable pens. Use mechanical pencils.

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Need help finding items made from recycled materials? Check with thePurchasing Agent or call the Recycling Hotline at 1-800-533-8414.

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Reuse Everything!

Minimize waste! As you buy more and more items which are reusable ratherthan disposable, you will notice a marked decrease in waste.

Here are a few things to check:

1. Your copy machine, printers, and computers are long lasting purchases. Makesure that the maintenance programs are effective, that machines do not breakdown due to lack of proper maintenance, and that you avoid making purchasesdue to frustrations which could be resolved with better equipment upkeep orrepair. Don’t throw it away; maintain it and repair it.

2. Check the employee lunchroom. Are you using disposable cups, plates,flatware? It’s time to convert to reusables.

Don’t buy foam coffee cups.

Do provide office mugs or ask employees to bring in their own.

Do provide extra mugs for serving coffee to visitors.

Suggest that employees buy commuter mugs to use when they buycoffee on the way to work!

3. Establish an area where people can return items for reuse such as file folders,paper clips, rubber bands, envelopes. Use a portion of your storage area tostore reusable items.

4. Are there supplies which you cannot use but other companies might? Non-profit organizations are always looking for office supplies and equipment!Check the WASTE EXCHANGE section, below, for suggestions on finding newhomes for discarded supplies and equipment.

5. Edit and email or circulate this step’s MEMO.


COMING:

THE SCRAP PAPER REVOLUTION AND REFINEMENT

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TO: All Employees

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 9Reuse Everything!

Minimize waste! As we buy more reusable items instead of disposable ones, you willnotice a marked decrease in waste.

Thoughts and suggestions:

• Do you buy coffee on the way to work? Use a reusable commuter mug andeliminate those foam or paper cups!

• Help make the switch from disposable pens and pencils to reusable/refillableones.

• In the employee breakroom/lunchroom, use sponges or cloth instead of papertowels. Use mugs instead of disposable cups. Use a sugar bowl or box insteadof individual packets. Use cloth napkins instead of paper. Observe what isbeing thrown away and consider waste-free alternatives. Suggestions arewelcome!

• I have established a storage area for reusable office supplies in (for such reusable supplies as file folders,paper clips, binders, envelopes, etc.). Please place surplus reusable officesupplies in this area (neatly) and look there first when you need supplies.

• Do you have surplus items in quantity that we can’t use but someone elsemight need? 3 ring binders, for example? There are several places we can take(or obtain) products for reuse. Ask me for suggestions.

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PAPERLESS. . . Step 9 . . . Reuse Everything!

Addendum on Waste Exchanges (see note 1 below)

Waste exchange is the transfer of one business waste material to anotherbusiness for reuse. It can be done with a neighboring business, a surplusequipment broker or a waste information exchange or clearinghouse. There are manynon-profit and for-profit waste information clearinghouses in North America. Initiallyfounded to encourage the reuse of hazardous materials, many are expanding theircoverage to include non-hazardous materials. These operations organize, promoteand keep track of material exchange activities, but generally leave the actualarrangements to the generators and users. Often the matching is done via a doubleblind listing in a catalog or through on-line databases. Firms send "materialsavailable" or "materials wanted" forms to the clearinghouses, which assign each listinga unique identification number. These are listed anonymously. Companies seeking toobtain or supply the material listed notify the clearinghouse. If the listing companyapproves, the contract is arranged. Thereafter, it is up to the individual firms to makethe arrangements and discuss the cost, if any, involved in the transfer.

The California Integrated Waste Management Board (CIWMB) began California's firstsolid waste exchange in Fall 1991. The program is called CALMAX which stands forCalifornia Materials Exchange. This is a free service for all businesses andorganizations in California. While CALMAX was designed for business, teachers tookan interest in what CALMAX had to offer. In response, CALMAX has led to thedevelopment of KidMAX, an exchange through which companies can donate a varietyof items to California schools. CALMAX and KidMAX are now accessible on-line.

Both services are worth testing -- to list materials you would like to donate and to seekmaterials you might be able to use. To take full advantage of this opportunity, makesure your manufacturing and warehouse sites and buying and procurement officersare familiar with this free service.

For more information, or to request applications or catalogs, contact:

California Materials Exchange(CALMAX/KidMAX)California Integrated Waste Management Board8800 Cal Center DriveSacramento, CA 95826-9843(800) 553-2962, (800) 553-8414 or (916) 327-9366

California Integrated Waste Management BoardResource Conservation Division1020 Ninth Street, Suite 240Sacramento, CA 95814(916) 327-9366Business Waste Reduction Assistance Programs:http://www.ciwmb.ca.gov/mrt/wpw/wpbiz/wpbiz.htm

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Links to other materials exchanges:

http://www.ciwmb.ca.gov/mrt/calmax/calmax.htm

California Waste ExchangeDept. of Toxics Substances ControlP.O. Box 806Sacramento, CA 95812-0806(916) 324-1807http://www.ciwmb.ca.gov

Industrial Materials Exchange172 20th AvenueSeattle, WA 98122(206) 296-4899; Fax: (206) [email protected]://www.metrokc.gov/hazwaste/imex

National Materials ExchangeAttn: Bob Smee(509) 466-1532http://www.recycle.net/recycle/Exchanges/rs000383.html

Recycler's World provides extensive listings by category -http://www.recycle.net/recycle/index.html

Resource Area for Teachers (RAFT)139 Sobrante WaySunnyvale, CA 94086(408) 524-9780http://www.raft.net

Resource Connections1290 Ridder Park Dr. MS 240San Jose, CA 91531-2398(408) 453-6532; Fax (408) 453-6631

Reuse happens when it is easy and economically feasible. The reuse of office and oldmedical equipment is limited by its small volume, bulk and the cost of transfer andstorage. The United Way in San Francisco operates a used equipment exchange,providing a good example of reuse. They have a large warehouse of used equipmentwhich they make available to other non-profit organizations in exchange for storageand transfer costs. The goods are accepted as tax deductible donations and must beclean and in good condition.

Note 1: The Santa Clara Valley Manufacturing Group has given us permission toinclude this section from Reduce, Reuse, Recycle, the SCVMG Guide to CommercialPrograms. The entire publication can be accessed at the SCVMG website located at:

http://www.scvmg.com/guide/index.html

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PAPERLESS . . . Step 10 Checklist

Scrap Paper and Filing Revolution!

This step, the focus is on refining your paper-saving techniques and waste-prevention habits, so you can sail into the last part of the PAPERLESS PLANwith almost no blank sides or wasted paper.

• Edit and email or circulate the employee MEMO for this step.

• Place a box by the copier for scrap paper. Choose a box which is 8 1/2 x 11 sopaper will stay neat and usable.

• Piles of scrap paper can be made into memo pads if you prefer. Buy a jar ofPadding Compound at your office or printing supply store to use as a rubberyedge for scratch pads. Or simply staple or clip a pile of paper to make ascratch pad.

• Ask employees what will help. Are there other locations which should havescrap paper boxes? Does anyone who doesn’t generate scrap paper needsome? Help solve problems and facilitate the use of all blank sides!

• Review your filing system. Check a few folders from recent clients. Aredocuments copied two-sided? If not, why not? Do you have items which arefiled twice? Could some documents be stored on disk (with back-up) ratherthan on paper? Could you scan documents onto disk and keep these files andrecords electronically? Resolve these questions with the appropriateemployees.

• Check the copy count reading for each copy machine on the scheduled date.Note the numbers in KEEPING TRACK.

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TO: All Employees

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 10 Scrap Paper and Filing Revolution!

Here’s what to do with all those sheets of paper, used on one side only: that pagewhich your printer prints when you turn it on, just to prove it’s working; those copiesthat didn’t come out right; something you have too many copies of; single-sidedreports that are no longer needed . . .

• Place your “used-on-one-side-only” scrap paper in the box by the copier. Stackit print side down. Keep the paper neat and usable!

• Paper which is not too old can be used to print draft copies or faxes. Scrawl aline through the old text so that no one is confused about which side is the newdocument. Make sure you don’t feed the printer or copier old, wrinkled orsoggy paper; it will jam the printer and cause frustration. Use old paper forscratch paper and hand-written notes. Print phone record forms on “used-on-one-side-only” scrap paper; and/or use such paper for printing meetingnotices and announcements to be posted on the READ THIS NOTICE board.

Filing Revolution:

• What documents can be kept on electronic disks? What documents are doublefiled? It’s time to centralize our filing system.

• Before you file a document, decide if it is truly necessary. Are documents thatcould be filed as a two-sided copy still arriving for filing as a single-sideddocument? Ask the people who create these documents to copy them two-sided.

• If your filing has not become easier over the last year, ask why. If only majordocuments are copied two-sided, we could still cut down on storage use byover 1/3. Check some recent accounts and see what was copied two-sided,what was not, then make suggestions.

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How are we doing? The Final Report

It’s time to wrap it up!

• Check employee handbook and handouts given to new and temporaryemployees. Make sure that the Company commitment to saving paper,resources, and money is reflected. Include a copy of the purchasing policy ifappropriate.

• Read, edit, and email or distribute the EMPLOYEE MEMO/QUESTIONNAIREand the PURCHASING MEMO/ QUESTIONNAIRE.

• Read through the responses and review the copy counts in KEEPING TRACK.

• Fill in the information requested on THE FINAL REPORT. To correctlycompare your progress, you must adjust for the number of employees and thenumber of days in the before and after reporting periods. When calculatingpaper purchased, adjust the totals to control for number of employees andnumber of working days, as explained below:

If you bought 200 reams every 30 days before implementing thePAPERLESS PLAN, and had 10 employees, your usage was 20 reams peremployee per 30 day period. [[Number of reams purchased ÷ Number ofemployees in first reporting period].

After implementing the PLAN, your paper purchases are 200 reams each 40days, and you now have 12 employees, so usage is 12.5 reams peremployee per 30 day period. [[Number of reams ÷ Number of days insecond reporting period] x number of days in first period] ÷ Number ofemployees in second reporting period.

.

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TO: Purchasing

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 11How are we doing? The Final Report: Purchasing Query 2

In order to evaluate our progress in waste prevention, please answer the followingquestions and return this form to me.

How many cases of office paper did we buy (10 reams to the case)?total for last 9 months casestotal for last 3 months casesaverage per employee per working day cases

How much did it cost?total for last 9 months $ total for last 3 months $ average per employee per working day $

Is the copier contract based on number of copies made? Yes No

What is the average cost per month for copier services? $

Has the monthly charge gone down in the last 9 months? Yes NoBy how much?

What is the average cost per month for service based on our figures for the last 9months? $ The last 3 months? $

Are we buying recycled office paper? Yes No How does itcompare in price per case to what we were buying previously?

Are we buying toilet paper and paper towels with recycled paper content? Yes No

Are we buying refillable pens and pencils, instead of disposable? Yes No

Have you noted any other changes (different items, increases or decreases)? Please explain.

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Thank you.

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TO: All Employees

SUBJECT: PAPERLESS. . . It's Better for Business . . . Step 11

How are we doing? Questionnaire

This is the last step in the PAPERLESS PLAN. Please take a moment to review thedifferent paper-reducing tips we have covered and consider both what we haveaccomplished and what we can still improve. Our waste-reduction efforts shouldcontinue, so please share your suggestions as well as your observations.

Please return this questionnaire to me by . Thank you.

PAPERLESS Tips checklist:

___1. Use PAPERLESS communication. Review documents on disk. Email or postagendas.

___2. Make two-sided copies.___3. Check out what is being thrown away and figure out ways to eliminate those

papers.___4. Reduce to half size or eliminate fax cover sheets, use scrap paper to make cover

sheets, use Post-it fax addresses, or incorporate fax information on memo coverpage.

___5. Copy only on demand.___6. Remove business and personal names from junk mail lists.___7. Reconsider subscriptions. Show you care, share!___8. Specify double-sided when ordering documents: reports, legal documents,

quotes, bids, proposals.___9. Specify the least and lightest packaging necessary to protect the product.___10. Reuse packaging. Ask vendors to reuse their packaging.___11. Buy less, buy recycled, buy long-lasting and durable items.___12. Buy toilet paper and paper towels made with recycled fiber.___13. Buy items in the largest quantity which we will use and can store.___14. Reuse everything.___15. Centralize filing. Specify two-sided copying for file copies.___16. Use already-copied-once paper for scratch pads or for printing draft

documents.___17. Order only those phone books actually needed. Share!

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___18. Order only as many computer software manuals as needed. Share! Considerbuying a paperless CD-ROM version of new software, or purchasing a users’license to share software.

___19. Celebrate waste-less.

Please check the tips you use regularly and refer to this checklist as you fill in thefollowing survey.

PAPERLESS Questionnaire How Did We Do???

1. What changes have you made in your paper-using habits (copying, printing,other)?

2. What changes have you noticed in how much paper you use?

3. Are you aware of changes made by other employees? What changes have you

observed?

4. From the attached list, what tips do you use regularly (list by number)?

5. What recommendations do you have for our business to continue to reduce waste

and to use less paper?

6. Do you have other tips to add to the list to help other businesses reduce waste?

What are they?

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PAPERLESS. . . Step 11

How are we doing? The Final Report

Business Name:

Office Manager Name:

Mailing Address:

Phone:

Email address:

1. Please summarize your progress.

2. What differences have you noticed in paper usage?

3. How have employees responded?

4. What decrease (increase) in paper usage has been reported (adjusted for changesin numbers of employees and number of working days in comparison periods)?

5. What decrease (increase) in number of copies made is reported on your copierservice contract (adjusted for changes in numbers of employees and number ofworking days in comparison periods)?

6. What decrease (increase) is reported in expenditures for paper (adjusted forchanges in numbers of employees and number of working days in comparisonperiods)?

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7. To what do you attribute the changes?

8. Is your business now buying recycled paper products?

• Office paper for the copiers and printers? yes no

• Stationery, envelopes, business cards, etc.? yes no

• File folders, packaging materials? yes no

• Toilet paper, paper towels? yes no not applicable

• Other recycled paper products? yes no not applicable

9. Did your business adopt a new purchasing policy? If so, what did it cover?(Include a copy, if possible)

10. What did you like about the PAPERLESS plan?

11. What did you dislike about the PAPERLESS plan?

12. What suggestions do you have that will make this plan better?

What else can we do to help businesses decrease waste?

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PAPERLESS. . . Holiday Checklist

Give a Gift to the Environment with Waste-Not Holiday Cheer!

Celebrate trashless holidays -- Enjoy yourselves without spending money ondisposable items -- Have fun without creating mounds or mountains ofwaste! Here's how:

Plan a staff party with no waste and no disposable paper products. Your planningsets the tone: We care about what we buy and what we throw away. Note also thatyou can use these party planning tips for other parties throughout the year!

Does your company send out holiday cards? This year, send cards printed onrecycled paper! Using recycled paper tells your clients and customers that you arethoughtful about your impact on the environment. Most card suppliers offer a varietyof cards printed on recycled paper. If yours doesn’t, choose another supplier and tellyour supplier why you’re changing.

Planning a party? Give this checklist to the party planner, and offer your guidance toensure that they support and understand the concept of a no-waste party.

Party Planning Step 1. Refreshments/Meals

• Catering out? Choose a restaurant that uses cloth napkins and non-disposable dishes; where the management enthusiastically recycles. Askquestions! If the restaurant doesn't recycle, choose another place and letboth restaurants know why.

• Catering in? Choose a caterer who will supply reusable dishes and napkins,and will set up for recycling. If you're having the food supplied, ask thecaterer to provide reusable trays which can then be returned or ask to havefood presented on your trays/dishes. [Arrange to drop off trays before theywill be needed and mark the bottoms with your business name].

• Do-it-yourself? Go to step 2.

Party Planning Step 2. Simple and inexpensive

• The simplest: choose a finger food menu (no forks or plates needed).Provide a recycling bin for beverage cans and bottles.

• Purchase enough cloth napkins for the party (or rent from a linen service,see below). Ask a volunteer to be responsible for washing and foldingpurchased napkins after the party. Once bought, napkins will be useful foryears.

• A little more fancy, please: Check “Rental Service Stores” in the yellowpages for a place to rent dishes, napkins, and flatware. Many will deliver.You may return rinsed dishes and soiled napkins so only a little effort goesinto using rented items.

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Party Planning Step 3. Do you exchange gifts?

• Ask everyone to be creative in their wrapping; no commercial paperallowed! Cloth (even napkins), old maps, Sunday comics, and other itemsto be tossed can have a second life as wrapping paper. Consider awardinga prize for the most clever and waste-free package.

• Consider a no-gift strategy. Do employees really need more stuff? As analternative, donate to charity, or adopt a family [this can have unanticipatedteam-building benefits, too]. Call the Recycling Hotline at 1-800-533-8414for information.

• If your staff still uses disposable foam or paper cups for coffee, then a mugcan make a fun gift exchange. Daily use of mugs will noticeably decreaseyour employee lunch room garbage. Suggest that everyone check theirhomes for mugs they don’t use or shop at a thrift store. Now we are reallytalking REUSE!

• Does your staff already use their own mugs? Ask them to bring them to theparty.

Party Planning Step 4. Post a creative holiday party announcement and leteveryone know that the theme this year is GIVE A GIFT TO THEENVIRONMENT and WASTE-NOT! Tell them that this is their DecemberPAPERLESS PLAN action.

HAVE A GREAT HOLIDAY!

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SUCCESS STORY #1

LAWYERS TURN LEADERS IN RECYCLED PAPER

PURCHASING

Tuttle & Taylor, A Law CorporationLos Angeles, CA

Background. Like a lot of modern-day employees, the attorneys at Tuttleand Tuttle (T & T) have a lot of paper work. A Los Angeles firm withapproximately 50 attorneys who handle a wide range of matters throughoutthe US and abroad, T&T is well known for litigating complex business casesin state and federal courts. Over half of the firm’s lawyers concentrate theirpractice in the area of litigation. In addition to traditional court proceedings,the firm has experience in alternative dispute resolution mechanisms, suchas private judicial services, arbitration and mediation, and in theenvironmental arena.

That said, it’s not much of a stretch to understand why T&T has woven intoits business practices a better way for people and their planet to coexist morepeacefully--and they were leaders in their field in doing so. T&T took anearly interest in reducing, reusing, and recycling waste and in purchasingrecycled products before The Judicial Council ultimately required the legalprofession to use recycled-content paper (effective January 1, 1995) on alloriginal court and service copies of documents and forms filed with statecourts. (In addition, beginning January 1, 1996, all copies of documents filedwith the courts or served on other parties must be on recycled paper.)

Recycled-Content Products Purchases. T&T has been effective in purchasingrecycled-content paper. They purchase Eaton Encore paper (100% recycled/30%postconsumer), Stuart Cooper laser recycled papers (100/20), Stuart Cooper recycledaddress labels (100/20), Jiffylite padded envelopes (100% recycled paper 30% recycledplastics/15% postconsumer), Smead brown kraft file folders (50 recycled/10 PC), andCrane's recycled stationery papers (100% recycled).

Another important consideration: Presentation is very important to a law firm. T&Thas also incorporated a prestigious watermark into their letterhead which proclaims itas Recycled.

Buying recycled products is an extremely important facet of your integratedwaste management program. Until materials are made into new products, they are

not really recycled (your trash is just tidily separated.) Recycling won’t workunless those products are purchased regularly. In the interest of encouraging youto consider all facets of waste prevention and recycling, these case studies includenot only the buy-recycled practices of model companies, but give you a glimpse of

their overall approach to waste management. Some companies highlighted in

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these studies are winners of the CIWMB Waste Reduction Awards Program(WRAP). Tuttle & Taylor is one of them.

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“Early on, the Los Angeles County Bar had a seminar about what other offices weredoing to purchase recycled products,” said René Garcia, Administrative Assistant atTuttle and Taylor. “Prices weren’t very competitive, back then, but we kept checkingback, and once enough people started doing sufficient amounts of business usingrecycled, the prices came down; then many offices, like ours, switched to them.” T&Tbenefited by checking prices with several vendors. Recycled-content paper coststhem the same as nonrecycled.

Scope of Recycling Program. Fortunately, T&T’s location in a large office complexhas made the environmental cause even easier to support, with the building’s ongoingand regularly updated recycling program. T&T recycles white and mixed paper, cans,and glass through the building management program. The property manager has seta goal to recycle 50-75 percent of the waste generated in the complex. Employeespractice waste reduction by reusing blank sides of paper, making double-sided copies,and handling edits by e-mail so only final products are printed. They donate paper toschools on occasion, as well as furniture and old equipment to various charities andhospitals.

What’s New in Recycled-Content Products? T & T decided to deplete a five-yearstock of those hard-to-recycle yellow legal pads and switch to much more recyclablewhite postconsumer-content pads. “We are exhausting the last of them in ourwarehouse and making the switch,” reports Garcia.

Tip: René Garcia advises, “Check with your stationers. They are a gold mine ofvaluable information about recycling. Stuart Cooper is the company we work with.They have a large line of products with postconsumer recycled content. You can’t tellthe difference in quality. Crane & Co. is another traditional maker of fine papers withnew recycled stocks for letterheads and papers that go directly to clients.”

For More Information: Contact René Garcia at Tuttle & Taylor, (213) 683-0600.

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SUCCESS STORY #2

HP Reduces Waste by 93 PercentHewlett-Packard Company, Roseville, CA

BACKGROUND

The Hewlett-Packard Company (HP) is aprovider of computing, Internet andintranet solutions, services,communications products, andmeasurement solutions. In accordancewith its environmental policy, HP iscommitted to conducting its business inan ethical and socially responsiblemanner. To HP, that commitmentmeans a major responsibility to protectthe ecology, the health and safety of itsemployees, its customers, and the localesin which it operates worldwide.

The Roseville plant, one ofapproximately 25 HP entities inCalifornia, is home to sales, engineering,and manufacturing distributionactivities. With nearly 4,000 employees,the Roseville plant makes a significantcontribution to the local economy. HPaims to be an asset and a positiveinfluence on the community of which itis a part. Some examples of HP’scommunity involvement includeassisting local schools, supportingproactive environmental legislation, andfund raising for, and operating its plantwith strict environmental safeguards.

RECYCLED-CONTENT PRODUCTSPURCHASES.

HP buys virtually all recycled-contentoffice products:

• Computer paper - 50-100 percentrecycled/10-30 percentpostconsumer (PC).

• Paper towels and toilet tissue(100 percent recycled).

• Post-It notes (100 percent recycledfibers, 20 percent PC).

• Avery labels and phone messagepads (all 5-10 percent PC).

• Pendaflex files and manila folders,(all 100 percent recycled, 10-50percent PC).

HP is a member of the Recycled PaperCoalition, an organization of companiesand public agencies committed topurchasing environmentally preferredpaper products with a minimum of 20percent postconsumer content wheneverpossible.

SCOPE OF RECYCLINGPROGRAM

HP recycles a wide range of materials: allgrades of paper, cardboard, glass, scrapmetal, phone books, magazines, motoroil, folders, large envelopes, boxes,packing material (polystyrene,polyethylene, polyurethane, andpolypropelene), assorted plastics, reels,shrink wrap, trays, toner and inkjetcartridges, wood pallets, scrap wood,electronic equipment and yard wastes.

Buying recycled products is anextremely important facet of yourintegrated waste managementprogram. Until materials are madeinto new products, they are not reallyrecycled (your trash is just tidilyseparated.) Recycling won’t workunless those products are purchasedregularly. In the interest ofencouraging you to consider all facetsof waste prevention and recycling,these case studies include not onlythe buy-recycled practices of modelcompanies, but give you a glimpse of

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their overall approach to wastemanagement. Some companieshighlighted in these studies arewinners of the CIWMB WasteReduction Awards Program (WRAP).Hewlett-Packard is a three-yearWRAP winner.

It has been well worth it! For the firsttwo quarters of FY 1997, the Rosevilleplant’s actual disposal costs were$37,445; avoided costs were $721,192;and recycling income totaled $149,241.Even considering the labor costsinvolved in recycling, the companycomes out ahead (to say nothing of thegains to the overall region andecosystem by conserving resources).Best of all, the plant’s landfill diversionrate has improved despite an increase inemployees. For the first two quarters ofFY 1997, statistics show a 93.3 percentdiversion rate in Roseville! (Thesestatistics are up from 92.5 percent in FY‘96, 84 percent in FY ‘95, and 74 percentin FY ‘94.) This exceeds the State’s “50by 2000” goal by a long shot, andworldwide, HP’s global diversion rate isover 75 percent.

HP also practices waste reduction bymaking double-sided copies andencouraging worldwide use of e-mail.The company at large has madesignificant strides in reducing theirpackaging material to the minimumamount needed to ensure safe transportof a product. HP introduces andupdates employees on the company’swaste reduction practices andenvironmental policy. Acting in anenvironmentally responsible manner isan expected employee performancestandard.

Other prevention-oriented activitiesinclude conversion of printed paperreports to on-line computer access,saving 100,000 pages of fan-foldcomputer reports in a three-monthperiod. Similarly, HP switched to

network-distributed software,documentation, and support, saving2,000 individual program purchasescontaining 6,000 manuals; 16,000diskettes; and 2,000 shipping cartons.HP recycles 95 percent of its foampackaging peanuts, eliminates filmplastic overwrap on incoming products,reuses pouches to transport and handlePC boards; and recycles used computerequipment—both from customers andin-house.

HP has hosted “spring cleaning” daysfor its employees, an event thatgenerated over 10,000 pounds ofreusable supplies (older calculators,phones, paper products, binders,folders, and small office equipment).These items were donated to localschools. HP also donates reusablecafeteria equipment to local schools afterupgrades.

In Placer County, where the RosevilleHP plant is located, there is no curbsiderecycling program available. HPsponsors a monthly Employee RecycleDay onsite. That helps employeesdivert approximately 2,000 pounds permonth from the landfill. Collectedmaterials include all paper, junk mail,magazines, newspaper, food boxes,plastics #1 and #2, steel cans, glass, andcardboard.

TIPIt is often said and almost sounds trite,but the truth is that it takes a paradigmshift—a major change in thinking—tomake the kind of changes HP has madeover the past few years. One has tothink about the ramifications ofdesigning and manufacturing each itemand what happens to them at the end oftheir life cycle. HP has long beeninvolved in product stewardship issuesand created a corporate position tocoordinate divisional activities.

Like many companies, HP hascontributed to bringing awareness aboutenvironmental concerns to Corporate

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America. This awareness benefitseveryone. Once one company excels ina particular operation that benefits theenvironment, everyone soon follows.That means anything you do for theenvironment in the business world willhave a positive domino effect. Here’swhere little things mean a lot—and addup to a lot of savings in both companydollars, and health and well being—inthat big Global Company where we alllive and work.

For more informationInformation about HP and its productscan be found on the World Wide Web athttp://www.hp.com. For moreinformation on this case study, contactDebbie Cancillia at Hewlett-Packard,(916) 785-5650.

For more information about this topic,contact the CIWMB’s Buy RecycledSection at (916) 255-2708.

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MEASURING SUCCESS #1

This page provides a simple chart for keeping track of copier countsthroughout your implementation of PAPERLESS. The next six pages provide aset of measurements to help you evaluate your paper reduction successes.

See also the two page fact sheet below:

DETERMINING SAVINGS FROM PAPER WASTE REDUCTION PROGRAMS.

Keeping Track of Copier Counts

Enter the copier count numbers on the fifteenth of each month and calculate thenumber of copies made. A sample of the calculations are included after the chart.

PAPERLESSMONTH

DATE COPIERCOUNT

TOTALCOPIES

Startingcount

1

2

3

4

5

6

7

8

9

10

11

12

Totals

Calculations:

♦ Total Copies = Copier count for first month minus copier count for followingmonth.

Two-sided copies count as two copies. You may find that paper use is decreased,while copier counts remain the same. This indicates a positive change, but it willnot be reflected in copier count numbers.

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MEASURING THE SUCCESS OF OFFICE PAPER REDUCTION EFFORTS

Paper is the number one item used and wasted in offices. Making beforeand after comparisons is at the heart of learning how many resources and

how much money you are saving.

Measuring success provides you withinformation to help promote yourprogram and find ways to improve it.Top management, shareholders,employees, and customers will learn howyour organization is eliminating waste,saving money, and helping theenvironment.

Activities to Measure

What you measure depends on the papersaving and recycling activities yourorganization uses. The most commonactivities are:

• Reducing images printed orphotocopied by use of routing slips, e-mail, electronic faxing, viewing online,current and shorter mailing lists, andreducing print overruns.

• Increasing the amount of duplex (two-sided) copying and printing.

• Reducing page sizes or weight.

• Reusing paper by making scratch padsfrom paper used only on one side.

• Conducting employee awarenesscampaigns.

• Collecting paper for recycling.

• Buying recycled paper.

It’s as Easy as One, Two, Three. . .

The three basic steps to measuringsuccess are:

1. Establish a baseline—measure “beforescenario.”

2. Start the activity you are trying tomeasure.

3. Determine impact of change—measure the “after scenario” andmake comparisons to baseline.

Baseline Measurement

Baseline measurements are used togauge success and are extremelyimportant. It is much easier to collectthis information before you implementchange, rather than trying to find itlater!

A baseline may include several monthsor even years of tracking. The type ofinformation collected depends on whatchange you are trying to measure andyour need for accuracy. Usually there isa trade-off between the degree ofaccuracy and how much effort it takes tomake the measurement. In many cases,a reduction of two or three percentagepoints could be within the margin oferror in measuring waste generation.Compensate by measuring over longtime periods (e.g., fiscal year, samemonth in different years). Methods arediscussed below.

After establishing a baseline, implementthe change you want to measure, thenrevisit the numbers. Perhaps you haveidentified new benefits or problems totrack.

Finally, create the “after scenario” anddetermine the benefits and costs of thechange you are measuring.

Types of Measurements

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Here are a few types of measurementsyou may want to consider taking:

• Paper measurements. Reduction inpaper purchased, increase in papercollected for recycling, increase inpaper purchased with recycledcontent, reduction in waste generated.

• Financial measurements. Savings inpurchasing costs, printing costs,postage, handling and transportationcosts, disposal costs, total annualsavings, payback periods (if equipmentpurchased). Remember to include anylabor costs associated with yourprogram.

• Customer and employee satisfaction.

• Reduction in errors and lost records.

• Storage needs.

• Amount of resources saved (energy,water, trees, etc.).

Paper Basics

The most common office paper is 20-lbwhite ledger. Table A has information tohelp you convert measurements so theinformation can be reported by the sheet,ream, case, or pound. You will probablyjust want to measure 20-lb paper, unlessyour office uses significant amounts ofother paper types.

Measuring Paper-Saving Activities

This section is from a draft guide andsoftware on measurement beingdeveloped by the U.S. EPA and UCLA.For more information about this guidecontact Judy Taylor, U.S. EPA at (703)308-7277.

Below are two methods for measuringpaper reduction. Use the first one if youwant an overall measurement fromcombined activities. The second methodis for measuring paper reduction fromduplexing. Do not sum your results fromthe two methods or you will be doublecounting!

Table A: White Office Paper Basic: 20-lb paper1

Weight Volume Number ofSheets

Cost (dollars)

One (non-metric) ton (2,000lbs.)

1 ton 4.33 cu yd 200,000 $600 - $1,000

One case (10 reams/case) 50 lb. 5,000 - $25

One ream 5 lb. 500 - $2.5

One sheet .16 oz 1 $.003 - $.005

One foot stack of unused paper 3,000

Postage for extra ounces of first class mail

$/ounce $.23

$/ ton 200,000 $7,000

$/extra sheet 1 $.035

Disposal for one ton (assume $25/cu yd) $1101 Bruce Nordstrom, Office Paper Efficiency: What You Can Do and Useful Facts for YourPaper Efficient Office, Lawrence Berkeley Laboratory, 11/16/94. This fact sheet focuses on how to measure overall paper reduction, paper reductionfrom duplexing, and efforts to buy more recycled paper. Phone the CIWMB’sWaste Prevention Info Exchange for assistance with other types of measurement at916-255-INFO, or e-mail at [email protected]

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Method 1: Overall Paper ReductionThis method enables you to measure theimpact of your combined paperreduction activities (e.g., duplexcopying, electronic mail, electronicreports, policy to allow handwrittencorrections, etc.). You can also use theequation that follows to calculate paperconserved through employee education.

To calculate your organization’s overallpaper reduction, follow the stepsoutlined below:

1. Determine the amount of paper used(company-wide or by department)prior to starting your paper reductionefforts. You can do so by examiningpaper purchasing records for theprevious year. Alternatively, reviewrecords of paper distributed to

various departments or floors, ifavailable.

2. Track the amount of paper used afterthe corporate policy or educationefforts. You can do so throughpurchasing records or by trackingpaper use at a paper distributionpoint over a representative period oftime.

Caveats and Assumptions forMethod 1. This equation is useful fordetermining total paper reduction, butcannot account for specific reductionactivities. If you prefer to evaluate theimpact of separate paper reductionactivities, contact the Waste PreventionInfo Exchange for more detailedinformation: 916-255-INFO.

Overall Paper Reduction

Reduction in tons/year = ( ___________ - ___________ ) ÷ 400 reams/ton

No. of reamsused before

change

No. of reamsused after

change

Example

A company kicked off a paper reduction campaign. Employees brainstormed ideas toconserve paper. Management announced its support of these activities. In subsequentmonths, managers continued to educate employees on the paper reduction policy. To measureresults, the purchasing department tracked the amount of white ledger paper purchased permonth and compared these figures to paper purchased in the previous year.

From April 1994 to April 1995, the company purchased 210 cases (2,100 reams) of white ledgerpaper. From May 1995 to May 1996, the company purchased only 197 cases (1,970 reams).Annual paper reduction can be calculated as:

Tons of paper reduced/year

= (2,100 reams - 1,970 reams) ÷ 400 reams/ton

= .33 tons

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Method 2: Two-Sided CopyingPhotocopying accounts for more thanone quarter of all office paper use. In1990, 1.9 million tons of paper wasused in photocopiers in the UnitedStates. By increasing two-sidedcopying to the extent feasible, offices inthe United States could save 373,000tons or about 20 percent of paper usedannually. Doing so would result incost savings (in paper purchase andwaste disposal) of $414 million.1

Additional savings can be realized inreduced filing space required andreduced mailing costs associated withtwo-sided copying of documents.

To calculate the paper reduction fromduplex copying, follow the stepsoutlined below.

This equation does not account forother factors that may affect wastereduction results. For example, if yourlevel of production increases due to agood business climate, you maygenerate additional paper even thoughyour company is implementing anumber of waste reduction activities.To make more meaningful 1 R. Graff & B. Fishbein, Reducing OfficePaper Waste, INFORM (1991).

comparisons, you may want tocompare paper usage on a “peremployee” or “per dollar sales” basis.Doing so will help you account forchanges in productivity.

1. Obtain the rate of duplex imagesmade. This can be obtained from:

• A duplexing image rate counter,if available. This counter may beinside your machine and not beapparent. Consult your servicerepresentative about its availabilityand ask if they can take readingswhen they service the machine.

• Conducting an employee survey.One method involves posting asheet by the copier to mark thenumber of double-sided copiesmade during a certain period.Alternatively, issue a shortquestionnaire with questions aboutduplexing.

• Track the papers loaded into thecopier and compare it to the totalimages made. If a paper contractedservice or central copying center isavailable, it may be able to provide theduplexing image rate for a certainperiod.

Paper Reduction from Two-Sided Copying

Duplexing image rate = ( _____________) ÷ (____________ )

No. of dupleximages made

Total no. ofimages made

Reduction in tons/year = [[( _____ x 5 lbs./ream) ÷ 2,000 lbs./ton] x [ _____ ÷ ( 2 - _____ )]]

total no of reams ofpaper used forcopying per year

duplexingrate fromabove

duplexingrate fromabove

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ExampleA company with 29 employees has a copier with a counter. It recorded that 2,544 images weremade during a one-week period. In the same time period, employees estimated that 422 copieswere doubled-sided. The department estimates it uses approximately 4 - 5 reams of copy paperper week. The weekly amount has to be converted into years:

= 4.5 reams/week x 52 weeks/year

= 234 reams per year

Annual reduction can be calculated as:

= (234 reams x 5 pounds/ream) x (422 images ÷ 2,544 images)2000 pounds/ton 2 - (422 images ÷ 2,544 image

= 105.8 pounds or .05 tons

2. Record the total number of imagesmade by the copier which isavailable from the counter. Thisinformation should be recordedduring the same 2survey period asabove.

3. Record the total reams of paper usedfor copying per year. This figuremay be available from purchasingrecords or inventory control.

4. To measure results of a duplexingpolicy, conduct a baseline survey tomeasure the level of duplexing priorto the policy and a follow-up surveyto calculate the waste diversion fromimplementing the duplexingprogram.

Caveats and Assumptions forMethod 2.

In order to accurately extrapolate paperconserved over one year, you shouldcollect survey data for several months.In addition, be sure that yourmeasurements for paper used includeonly paper used in the copy machines.White ledger paper may also be used forplain paper fax machines, laser printers,and other uses.

Measuring Buy Recycled Activities:the Other Side of Paper

While this fact sheet focuses on ways tomeasure paper reduction, it is equally

important to measure the success ofyour company’s buy recycled activities.

Reducing paper use, recycling, andbuying recycled-content paper are all apart of a holistic waste managementsystem. Experience shows that this isnot only what works best for theenvironment, it saves the most moneyfor your business. The same principlesmentioned so far apply: establishing abaseline (“before scenario”), making thewanted change (buying recycled-contentproducts or increasing their purchase),then measuring the impact of the change(“after scenario”).

Decide which categories of paperproducts you want to track. Forexample, Recycled Paper Coalitionmembers, who make a commitment togradually increase their purchases ofpostconsumer paper products, areencouraged to report their progressannually on buying these grades ofpaper: laser/forms bond, book offsetand cover stock, envelope grades,newsprint, towel and tissue, corrugated,chipboard, and other. Members arefurther asked to report (1) annualpurchases of all products by weight, (2)annual purchases of recycled-contentproducts by weight, and (3) thepercentage of postconsumer material inthe recycled-content productspurchased.

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Don’t underestimate the importance ofyour buying power and the help you canget from your paper vendor(s) intracking your progress. It is highlylikely that your vendor hascomputerized records on all sales toyour company. If you don’t have aneasy, internal method of tracking thisinformation, ask for an annual printout.This puts all your paper purchasing datafrom each vendor in one place.

If it isn’t obvious at a glance whichproducts contain recycled content, calland ask your vendor’s staff to look it upby product number and description.Make sure, while you’re at it, to note thepercentage of recycled content.Remember, some recycled-contentproducts have minimum postconsumermaterial content requirements to beconsidered a qualified recycled-contentproduct. Another way to do this is tomake these notes as you purchase (stocknumbers, description, and percentage ofrecycled content). Then the annualsummary can be translated intorecycled-content purchasing statisticsaccording to your ready-made reference.

There is even a better way to do it: TheCalifornia Integrated WasteManagement Board (CIWMB) hascreated a procurement trackingapplication that can be used by anyonewith the need or desire to accurately andeasily keep track of purchases. Theapplication has been specially designedto track recycled-content product (RCP)purchases, but its capabilities areendless. All you need is an IBM-based

personal computer with a 386 processoror better, and an order form, and youcan begin to explore the many benefits ofthis FREE software application. Toobtain an order form, contact Jerry Hartat CIWMB: (916) 255-4454.

Last but not least, do evaluate your RCPpurchases regularly. Like any otherproducts, some RCPs do the job betterthan others. Consider efficiencies, andremember that reducing paper use isyour top priority toward the goal ofcreating a cost-effective, integrated wastemanagement system. The quality ofRCPs and the practice of buying recycledare not served in the long run unless weidentify the few bad apples and rewardmanufacturers who make high-qualityproducts from postconsumer materials.

Tracking your progress in the all-important area of purchasing—thelinchpin that holds together the entirerecycling system—it helps justify yourpart in making recycling work. It alsohelps reinforce that RCPs have becomereputable, reliable products, in spite ofthe early problems and understandablemisgivings organizations had with them.While premiums to purchase recycledpaper are dwindling in most productcategories, this integrated approach tomeasuring your recycling activities willeasily show that the overall system savesmoney.

As more companies buy recycled, theycontribute to the demand for theseproducts and help bring down theprices, so that premiums will trulybecome a thing of the past.

For More Information

Contact the California Integrated Waste Management Board’s Waste PreventionInformation Exchange at:♦ Phone: (916) 255-INFO♦ Fax: (916) 255-4580♦ E-mail: [email protected]♦ World Wide Web: http://www.ciwmb.ca.gov/mrt/wpw/wpmain.htm

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Determining Savings from Paper WasteReduction Programs

The resources mentioned in thisfact sheet are available (or comingsoon) from the CaliforniaIntegrated Waste ManagementBoard (CIWMB).

FOR BUSINESSES IMPLEMENTING AWASTE PREVENTION PROGRAM

Business Waste PreventionQuantification Methodologies.A guide and computer software hasbeen developed by UCLA. Thesematerials will provide easy-to-useformulas to calculate diversion amountsin tonnage for various business wasteprevention activities, including officepaper reduction, packaging and palletreduction and reuse, toner cartridgeremanufacturing, cafeteria/food servicereusable serviceware, and office supplyreuse and donation. [Developed by UCLAand U.S. EPA. For further informationcontact Eugene Tseng at UCLA (818) 889-8628].

Useful Facts for Your PaperEfficient Office. Typical weights,sizes, and sheets per ton of paper andtypical assumptions used to estimateusage and reduction. Information onthickness, production energy,terminology, costs, and how to increaseefficiency. A matrix with per-sheetcosts for imaging, purchase anddisposal, shipping, and cost of labor.[Developed by Bruce Nordman fromLawrence Berkeley National Laboratory(LBNL), 2 pp.]

For Businesses That Want toImprove Their Waste Prevention.

(Source: Bruce Nordman from LBNL)

Paper Efficiency: Energy andBeyond. How paper is the core image

of an office and the rationales for paperefficiency, including savings in disposalcosts,

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energy usage, time, dollars, andproduction. Statistics on paperproduction in the U.S., worldwide, andin several classifications and grades(e.g., first class mail, photocopies,business forms); costs per ton and sheetfor various services (e.g., photocopying,first class mail, paper purchase, wastehauling); improving paper efficiency;and the latest in office equipment toimprove paper efficiency. 4 pp.

Paper Thickness. How to improvepaper efficiency by reducing the mass ofpaper per unit. Includes history,barriers, basis weights, benefits, testing,kenaf, and other alternative fibers, and18-lb paper. Charts include statisticscomparing bond papers (mass, book,percentage of opacity, bulk, andthickness), and paper guidelines andspecifications (e.g., basis weight, fibercomposition, fusing compatibility,moisture content, and pH). [10 pp.]

Paper Source Reduction “Tips.”Practical tips covering copying, printers,paper reuse, forms, faxing, electronics,envelopes, mailing/shipping, andmechanisms. Includes benefits,suggested slogans, and interesting factsabout paper and printing. [3 pp.]

Case Studies of Office PaperEfficiency. Data sources includeNissan Motors, Legacy Health Systems(Portland, Ore.), Adobe Systems, Inc.,Itasca County (Minn.), RivertownTrading Company, Target, LawrenceBerkeley Labs, and others. Charts ofpaper efficiency measures (summary),paper case study measures and sources,and specific company profiles andsignificant statistics. [16 pp.]

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Paper Grade and Type Names.Definitions and characteristics of suchcategories as:

• Printing and writing paper

• Groundwood

• Free sheet

• Coated

• Uncoated

• Form bond

• Business forms

Also defined and characterized are:

• Computer printout paper

• Copy papers

• Bond

• Business

• Office

• Plain

• White papers

• Cut size

Miscellaneous (Paper). Containsinformation on:

• Printer toner cartridges and thesavings realized in rechargingthem.

• Fillers, repulping loss, andconversion scrap paper energyand cost; default duplexing inpractice.

• Paper hints.

• Information about paper waste.

• Trees saved per ton.

• Printing to disk not the printer.

• Estimating the energy impact ofrecycled-content paper.

Includes charts of total costs for officepaper: electronic printers, machinecosts, and fax machines. [7 pp.]

For More InformationContact Bruce Nordman for moreinformation or updates to the aboveseries of technical references.

Bruce NordmanLawrence Berkeley NationalLaboratory1 Cyclotron Road90-4000Berkeley, CA 94720

Phone: 510-486-7089Fax: 510-486-4673E-mail: [email protected] Wide Web:http://eande.lbl.gov/EAP/BEA/People/b_nordman.html

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PURCHASING #1

RECYCLED PAPER:THE MORE I SEE YOU, THE MORE I LIKE YOU!

Many of us have met someone who makes a lousy first impression. If we’reopen-minded, we give them a second chance. Sometimes we’re pleasantlysurprised to learn we were way off base.

For some of you, this is the story of your experience with recycled paper. Noone will ever convince you it’s a good thing unless they honestlyacknowledge its early lack of grace. So think of the following as before andafter shots of the recycled paper makeover—an historical perspective of thenand now.

THEN NOW

TYPES OFPAPER

In 1976, there were few recycledpapers to choose from. They weremostly book, text, and cover grades.There was no recycled copy paperor coated paper.

Today, there are over 400 recycledpapers in virtually every grade.

RECYCLEDCONTENT

In 1976, almost all recycled contentin fine printing and writing papers(FPWP) was preconsumer pulpsubstitutes, including mill waste.There was pressure throughout the‘80s to include postconsumercontent in FPWP, especially fromCalifornia’s state governmentprocurement law. It allowed a Stateprice preference for paper with atleast 50 percent recycled/10 percentpostconsumer content. By the early‘90s, most mills made FPWPcontaining at least 10 percentpostconsumer recycled materials.

Many mills are increasing thepostconsumer content in their FPWPto 20 percent or higher, thanks toPresident Clinton’s Executive Order#12873 in October 1993. It requiresfederal agencies to buy paper with atleast 20 percent postconsumercontent. Government agencies oftenset procurement trends, which arefollowed by the business communityat large.

QUALITY Many recycled papers sold in theearly ‘80s were in thedevelopmental stage, andsometimes it showed. Printerscomplained about linting, dusting,picking, limpness and otherproblems. Customers complainedabout jamming and splotches.

Now recycled papers are made by thebest paper mills in the world. Manyhigh quality recycled papers are onthe market. Recycled papers performcompetitively with virgin sheets inprinting presses, copiers, laserprinters, computers, inserters, andmost other paper equipment.

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AESTHETICS Recycled paper used to come in tan,brown, and spotted brown.

Now it comes in bright white,creams, and a wide palette of colors.“Ecology spots” of the past aremuch less frequent, with improveddeinking systems. Ironically, theflecked look of early recycled papershas become so popular, mills nowadd the spots back to otherwiseclean sheets. Even virgin papers arecopying this look.

PAPER MILLSANDDEINKINGSYSTEMS

Recycled paper cannot exist withoutthe mills and equipment to produceit. In 1976, there were more than adozen printing and writing mills withdeinking systems. By the ‘80s, manyclosed, either because of outdatedsystems or because the mills werebought by virgin paper companiesthat abandoned deinking.

By the end of the 1980s, pulpingtechnology companies madesignificant breakthroughs. Crucialwas the new ability to deink laserand copier toner. The President’sExecutive Order in 1993 sparkednew high-grade deinking projects allover the country. Since then, at least10 new projects have started up orsoon will.

DISTRIBUTORS

In 1976, only specialty distributorscarried recycled paper.

Now, recycled paper is availablefrom virtually every paperdistributor around the country

PAPERRECOVERY

In 1976, there was little postconsumerpaper collected. Typically, the onlyoffice paper collected was computerprintout (CPO), and nearly all of thatwent to tissue mills, not to printingand writing paper mills. The rest ofthe office paper was “contaminated”with copier toner, which couldn’t becleaned by the deinking systems ofthe time. (Except some was used forpaper products that didn’t requiredeinking, e.g., industrial grade papertowels.) By the late ‘80s, somesystems could cautiously accept cleanwhite office papers. But people stillhad to sort out plastic windowenvelopes and colored paper.

Most large companies have officepaper collection systems, andrecovered paper dealers arescrambling to develop newpostconsumer sources. Mostdeinking systems can handle laserand copier toner, plastic windows,and most colored paper.

GOVERNMENTLEADERSHIP

Although the federal governmentpassed the Resource Conservation andRecovery Act (RCRA) in 1976, it took12 years until the US-EPA came outwith guidelines for printing andwriting paper, which the recyclingindustry challenged as too weak.Several states passed price preferenceand set-aside laws for recycled paper,including California. These lawsdrove recycled paper developmentuntil the early ‘90s.

By the early ‘90s, all 50 states hadadopted some form of legislation orexecutive order favoring recycledpaper. The federal governmentstepped back into firm leadership withthe President’s Executive Order.

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WE’VE COMEA LONG WAY .. .

. . .in 20 years. . . . . . but there’s still a ways to go.Recycled papers still make up only asmall segment of the paper business.Buying products made from papercollected in recycling programs isthe linchpin that holds together theentire recycling system. Theimpressive progress to date makespossible the achievement of thelarger goal: to integrate recoveredpaper into our paper productionsystem in as environmentally sounda manner as possible.

Your local paper supplier can help you touch and feel the newest in recycled paper—tosee for yourself what high-quality products now bear the recycled logo. For moreinformation on buying recycled, contact the Buy Recycled Section at the CaliforniaIntegrated Waste Management Board at 916-255-2708.

NOTE: Most of the information in this fact sheet was derived from the article, “The State of the(Recycled Paper) World” from Conservatree’s Greenline newsletter. The article appeared in theApril 1996, 20th anniversary issue. This material is quoted by permission. For information onsubscribing to Greenline, contact Conservatree, 10 Lombard St., Suite 200, San Francisco, CA94111 or phone: 415-433-1000, ext. 24.

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PURCHASING #2

SAMPLE WASTE PREVENTION POLICY ANDRESOLUTION

Offices can use this sample waste prevention resolution and policy to developtheir own in-house policies and company resolutions.

CIWMB In-House Waste Prevention Policy

As part of its overall integrated approach to waste management, it is the policy of theCalifornia Integrated Waste Management Board to implement cost-effective wasteprevention practices in all of its in-house and external operations. Specifically, exceptwhere prohibited by State law, regulations, or pre-existing contracts, the Board shall:

1. Maintain or increase the level of paper reduction attained in 1994 (25 percent).

2. Purchase photocopiers with a duplex function designed for heavy loads.

3. Purchase computer printers that have double-sided printing capability.

4. Maintain all copiers and printers so that all functions are in full working order.

5. Double-side all documents and communications except where necessary in the caseof master documents or where equipment is unable to perform this functionreliably.

6. Encourage use of paper used on one side in fax machines and as an optional paperin copiers, except where specifically prohibited by equipment warranties, and forscratch paper and pads.

7. Assure that electronic systems, including individual and network software, arealways set up to allow for default double-sided copying.

8. Require that all proposed changes in procedures, formatting, the computer network,any software, and documents be reviewed for their impact on waste generation andthat adjustments be made to the proposed changes if necessary to minimize anywaste generation.

9. Encourage internal documents to be submitted with minor legible handwrittencorrections.

10. Practice waste prevention in all procurement decisions.

11. Operate in a facility that maximizes waste prevention in its custodial, maintenance,and landscaping practices.

12. Maintain and require that Board staff are to use a centralized mailing system.

13. Purchase only useful promotional items which further waste reduction.

14. Actively pursue reducing the size and number of all documents and Boardinformational publications through streamlining and format revisions.

Page 70

15. Implement other waste prevention practices as deemed appropriate.

Page 71

CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARDRESOLUTION NO. 95-265

Adopted March 29, 1995

WHEREAS, the California Integrated Waste Management Board (Board) is required topromote waste prevention (source reduction) as the priority waste managementpractice; and

WHEREAS, the Board is required to maximize the use of all feasible waste prevention,recycling, and composting options in order to reduce the amount of solid waste thatmust be disposed; and

WHEREAS, the Board, in response to these and other statutory mandates that requirethe Board to promote statewide waste prevention, recycling, and composting, hasdeveloped a Statewide Waste Prevention Plan and is implementing a state facilitiesrecycling program; and

WHEREAS, the Board recognizes that waste prevention offers a great potential toreduce waste, but is a relatively underdeveloped approach because it competes withbetter known traditional waste management practices that rely on managing discards,such as recycling; and

WHEREAS, the Board fully intends to lead the way in reducing the generation of solidwaste in California; and

WHEREAS, the Board adopted and implemented an In-House Waste Prevention Policyand Plan to provide leadership though example and serve as a case study; and

WHEREAS, the Board recognizes that the results of implementing the In-House WastePrevention Plan demonstrate that the in-house waste prevention effort should continueand certain changes should be made to improve the In-House Waste Prevention Policy.

NOW, THEREFORE, BE IT RESOLVED that the Board adopts the following revisedIn-House Waste Prevention Policy and:

• Directs its Executive Director to implement this policy; and

• Directs its Executive Director to issue an executive order which encourages managersto allow minor handwritten corrections on internal documents; and

• Directs staff to investigate ways to reduce purchases of unneeded items by stateagencies especially at the end of the fiscal year; and

• Directs staff to actively look for ways to reduce the number of copies and size of allwritten material printed and distributed by the Board because this offers the greatestform of savings (including both cost of copying and mailing); and

Directs staff to implement a tracking system to ensure that all copier break-downs arerecorded and responded to within 24 hours by May 31, 1995; and

• Directs staff to implement centralized mailing list by fall, 1995; and

• Directs Waste Prevention and Project Recycle staff to identify two receptive stateoffices to test the feasbility of the office waste prevention model. This will be done inconjunction with the Statewide Waste Reduction Training Program utilizing ProjectRecycle's established network.

PURCHASING #3

COUNTY OF SANTA CLARABOARD OF SUPERVISORS POLICY

RELATING TO WASTE REDUCTION AND RECYCLINGIN COUNTY FACILITIES

THE COUNTY OF SANTA CLARA is committed to conservation of resourcesand protection of the environment through effective planning andparticipation in programs to reduce, reuse, recycle, and dispose of discardedmaterials. To encourage active participation by County Government inmeeting state-mandated efforts to reduce waste by 50 percent by the year 2000,to reduce waste produced by County facilities, and to increase use of productscontaining post-consumer waste materials, County managers shall:

1. Assure that all County operations are conducted in a manner that protects theenvironment, employees, the public, and conserves materials and resources.

2. Seek opportunities to reduce waste, reuse materials, and recycle waste generated byCounty operations.

3. Assure that purchasing standards, processes, and service specifications support theuse of products and supplies that contain recycled content and reduce the creationof waste.

4. Consider the cost of and impacts on County waste generation when developingprograms, purchasing equipment, and selecting supplies.

5. Establish an expectation that employees will participate in waste reduction andrecycling programs as part of their regular work procedures.

6. Provide training for employees on requirements for full participation in recyclingprograms and on their responsibility for and role in reducing the negative impact ofCounty operations upon the environment.

7. Encourage employees to be innovative and flexible in using County resources; todevelop and expand County facility programs for waste reduction, reuse, recycling,and the purchase of products with recycled content.

8. Share ideas and accomplishments with other departments and assist in solvingproblems.

9. All departments shall work cooperatively to further the purposes of this policy.

Adopted May 9, 1995

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