DSE Paper Management Strategy - Draft

DSE Paper Management Strategy - Draft Priority 1. Switching to duplex Announcement of Senior Managers demand duplex for all correspondence, Ensure Champions network know instructions inc 2UP. Action When Resources Set duplex as default during the Netware 6 rollout via IIPrint (IT is rebuilding all DSE computers over 18months) Communication plan for rollout to ensure staff are aware of changes and know how system works Priority 2. Raising awareness Distribute tips for reducing paper use, such as:  The use of tracked changes;  The use of the 2UP printing option for drafts;  The use of trays in printers for single sided paper, letterhead;  Using scrap paper for notebooks; and  Guidelines for minimising the use of paper in meetings. Competitions to promote improved performance and the implementation of the strategy. Ensure that the environmental characteristics of paper used are given on all publications. Publish articles on cost and impacts of paper use. Messaging from software on costs and impacts of paper use before confirming print job. Include tips Training course – introduction to the environment - Action When Resources Priority 3. Paper efficient office Systems Investigate cost of converting to eFaxing Develop labelling system for printers to provide directions for letterhead, scrap paper use etc, as well as stickers to alert staff to the efficiency rating (toner and electricity) of the technology. Include cost!!! Ensure all staff have electronic signatures Ensure guidelines for setting up computers for new starters includes the setting of duplex to default (or via IIPrint) Introduce an electronic media clippings systems - Online subscription to The Age and HWT (today‟s top 5 articles as voted by DSE staff) Action When Resources Ensure that there are standard procedures for documents which:  minimise unused space in DSE publications, documents and letters  minimise the number of pages in letters and documents  minimise reliance on internal hard copy reference material such as phone directories  increase electronic review and circulation of draft documents (draft minutes, draft reports, etc). Incorporate improved environmental characteristics in the purchase of office computers and photo-copiers such as;  Mail box for users/groups requiring manual input at printer to start print job (reduces unwanted prints + allows tracking of user/groups printing history etc);  Electronic faxing capability;  Ability to duplex;  Single-sided tray;  Scanning capability; and  Ability to use recycled stock. Priority 4. Avoidance, Reuse and recycling Ensure that single-side printed paper (with innocuous copy on printed side) is retained for use as note pads or for stocks near photocopiers for use in copying of drafts, note pads, single-sided printing etc. Establish locations for one-sided used paper in copy centres. Investigate alternative recyclers who convert office paper to recycled office paper. Investigate the introduction of electronic Christmas cards in addition to hard copy Christmas cards. Collect Christmas cards received for recycling by Planet ArK Priority Action When Resources Action When Resources 5. Influencing our stakeholders and suppliers Investigate potential methods to ensure consultants reports, tender briefs, job applications etc are printed double sided. Investigate the use of:  alternative hand drying methods in the bathrooms instead of paper towels; and  recycled toilet paper. Investigate the potential to purchase environmentally friendly stationary Investigate the potential and develop a process to request environmental information from suppliers where appropriate. Encourage public to email letters to Gov Priority 6. Trials and future directions Use a business group as a case study for a “paper efficent office” Investigate Electronic document management and work – trial happening with ITS Priority 7. Monitoring and review Utilise software to monitor printing habits of users/groups. Ensure systems are in place to:  measure performance against nominated targets;  check if nominated paper management measures are being adopted. Collect numbers of all publications printed & disposed of as surplus stock. Create new cost code so that purchases of „recycled fibre‟ paper vs „virgin fibre‟ can be distinguished and more readily tracked. Review programs 12 months after its launch or during the review of the EMS system, whichever is most convenient. 8. Mitigation Develop our own tree planting program. Action When Resources Action When Resources