United States
Environmental Protection
Agency
Office of Solid Waste (5306W)
Office of Administration and
Resources Management (3204)
EPA530-F-95-018
September 1995
Environmental
Fact Sheet
Paper-Less Office Campaign Reduces
EPA Paper Use by 15 Percent
P
resident Clinton's Executive Order on Federal Acquisition, Recycling, and Waste
Prevention (E.O. 12873) requires all federal agencies to improve waste prevention
efforts and encourages them to use electronic communications instead of paper.
On Earth Day 1994, the U.S. Environmental Protection Agency (EPA) launched the
Paper-Less Office Campaign, an Agencywide campaign targeting paper, the largest compo-
nent of EPA's waste stream. The goal of the Paper-Less Office Campaign was to reduce con-
sumption of office paper by 15 percent. Until this campaign started, EPA was no different
from most offices in the amount of paper waste it generated. Although EPA has a successful
paper recycling program, a waste audit revealed that paper consumption was on the rise. In
EPA headquarters alone, employees generated almost 17 tons of paper per week, or four
pounds per employee per week. A team of volunteers formed a committee to tackle this grow-
ing segment of EPA's waste stream, focusing on photocopy paper, because it accounts for
almost two-thirds of the paper used at EPA. Beyond complying with the Executive Order, the
campaign serves as a model for other organizations to use in designing their own paper pre-
vention programs. This fact sheet describes the campaign-EPA's primary waste prevention
program—and how the results were achieved.
PAPER-LESS OFFICE CAMPAIGN
1994 Results
Photocopy impression Reduction
cn
03
I?
JE .o
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CL S
O '—'
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Jl
Q_
250
225
200
1-75
150
125
100
75
50
25
0
219,836,528
186,497,767
1993 Baseline* 1994 Goal*(15%) 1994 Actuals (15%)
'Adjusted to nine months for comparison with 1994.
Recycled/Recyclable • Printed with Vegetable Oil Based Inks on 100% Recycled Paper (50% Postconsumer)
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THE PROBLEM:
TQO MUCH PAPER
Office paper rs the third largest category of paper waste, after corrugated board and
newspapers. In a typical office, paper can represent between 50 and 75 percent of the
total waste generated. Photocopying and laser printing consumes almost half of the
office paper used. On a per employee basis, this amounts to more than one pound of paper per
day, as shown in the following chart:
Office Paper Generation
Rates Per Employee in Different Office Settings
Office Setting
Banking/insurance
General offices
Government offices
Pounds/Employee/Day
2.39
1.27
1.13
Source: National Office Paper Recycling Project.
THE SOLUTION :
PAPER-LESS OEE1CE CAMPAIGN
I I sing the Agency's 1993 photocopying rate as a baseline, the 1994 campaign goal was
I I to reduce EPA's use of photocopy paper by 15 percent Each of the 27 headquarters
^••^ and regional offices participated by designating a campaign coordinator and commit-
ting to the following three campaign components:
• Obtain electronic or written pledges from EPA employees to generate less paper.
• Promote less photocopy waste by encouraging "smart photocopy tips" as shown in the
card below, which was placed on copiers throughout the Agency.
• Implement at least one "Paper-Less Strategy" to reduce paper waste significantly within
each office.
Two managers led the campaign, supported by a
team from key offices, including EPA's in-house printing
and photocopying center staff, information management
specialists, and officials responsible for purchasing paper.
In addition to providing technical assistance, this support
team trained other staff members, held monthly meet-
ings, provided periodic updates via electronic mail, and
developed a set of educational materials including
posters, smart photocopying reminder cards, stickers, but-
tons, electronic versions of the campaign logo and edu-
cation materials, a screen saver, and two public service
announcements.
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CAMPAIGN RESULTS
A
s shown in the graph on page 1, in 1994 EPA met its goal of reducing paper waste
and saved $100,000 in avoided paper purchases. Through'this waste prevention
campaign,, EPA:
I Reduced photocopying by 33,338,761 impressions—a 15-percent reduc-
tion from 1993. '
I Avoided using 25,004,071 sheets of copy paper. That's 5,001 cartons,
weighing 125 tons.
I Lowered the number of photocopy impressions by an impressive 21 per-
cent during the nine month campaign (between April and December 1994).
SUCCESS STOK1ES
ach EPA office played a valuable role in achieving the 1994 goal In addition to posting
educational materials and conducting pledge drives and contests, most offices adopted
specific "Paper-Less Strategies." Many offices selected simple approaches such as
encouraging the use of electronic mail instead of distributing paper copies, requiring that staff
notes be printed on half-sheets of paper, using the backside of single-sided paper for printing
drafts on designated laser printers, and posting notices on bulletin boards. Several offices took
more vigorous approaches to tackle their paper-intensive activities. For example:
• The Office of Water pared down the Wafer Cyc/e newsletter mailing list from 900 to 300
names arid distributed it through the LAN and INonpoint Source Bulletin Board.
• The Office of Congressional Liaison Affairs transformed two of its daily publications from
paper to electronic distribution on the LAN mail system and Fax server, saving at least 500
sheets of paper per week, and began producing double-sided copies of testimonies that
are sent to Congress.
• The Office of the Administrator established an employee hotline announcing the latest
messages from the Administrator in a paper-less format. The office also began distributing
messages to employees electronically.
• Several regional offices set their photocopiers and laser printers to an automatic-duplex
default setting and instituted purchasing policies requiring that all new equipment be
capable of duplexing.
• Region 7 conducted its budget process electronically, after holding training sessions on
procedures and techniques for budget information staff.
• Region 9 issued an "All Employees Memo Reduction Policy," encouraging distribution
methods that do not require hard copies. This resulted in a 40-percent reduction in the
average number of pages generated weekly in the region. Documents were also downsized
by an average of four pages.
• Region 10 built a paper press so that staff could create half- or full-size scratch pads from
one-sided used paper.
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HOW TO IMPLEMENT A PAPER
PREVENTION PROGRAM
G
etting started on a paper prevention program requires a commitment of time, dedica-
tion, and enthusiasm I The following 10 tips can help to set up such a program:
1. Obtain management support and buy-in first, because some paper prevention strategies
require alterations in the way business is conducted. For instance, in carrying out a double-
sided copying policy, top management must accept two-sided documents, remind employees
about the new policy, and reward active participation,
2. Establish a Paper Prevention Team that has management support, a designated leader, and
the right membership mix (i.e., staff members involved in paper purchasing, office managers,
professional staff, and photocopier or printing center staff).
3. Conduct a waste assessment or use the results of a recent waste audit of the office or facility
to establish baseline data for setting goals and measuring progress.
4. Identify paper "hot spots"-office activities that consume a significant amount of paper.
Concentrate paper prevention efforts on the areas that have the greatest potential for
reduction.
5. Identify and revise current facilitywide paper-use practices and policies that might conflict
with a paper prevention program.
6. Brainstorm new paper prevention approaches with the team. For example, employees need
training to keep up with changes in office technology; otherwise, they will return to old
paper-producing habits in frustration.
7. Select a program approach and set goals.
8. Educate and promote the program to all employees.
9. Monitor program progress, provide technical assistance, and troubleshoot problems.
10. Report, share, and CELEBRATE successes!
PAPER PREVENTION MAKES
GOOD SENSE
S,
uccessful paper prevention programs will provide positive dividends to any office. EPA's
campaign continues through 1995 with a goal of achieving an additional 15-percent
reduction in photocopy and other paper use. Not only is reducing paper an environmen-
tally responsible action, it also saves money by reducing expenditures for new paper and the costs
to recycle or dispose of used paper. Why wait? Join EPA in discovering how making a few simple
changes can translate to big savings. P.aper prevention really does make good sense.
Two different Paper-less Office Campaign posters and a pamphlet are available from the RCRA
Hotline at 703 412-9810 or TDD 703 412-3323 (from the Washington metropolitan area), or 800
424-9346 or TDD 800 553-7672. Request document numbers EPA530-H-94-001 and EPA530-
H-94-002 for the posters; document number EPA530-F-94-012 for the pamphlet.
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