United States
Environmental Protection
Agency
Pollution Prevention
and Toxics
(7409M)
EPA742-B-01-008
December 2001
www.epa.gov/oppt/epp
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Greening Your Purchase of
Copiers
Why Green Your Copier?
The ENERGY STAR* feature in a typical
medium- to high-speed copier can
reduce that machine's annual electricity
costs by as much as 60 percent.*
Using ENERGY SiAR*-labeled equipment
helps reduce the air pollution (includ-
ing significant emissions of sulfur diox-
ide, nitrogen dioxide, and carbon
dioxide, which contribute to the prob-
lems of smog, acid rain, and global cli-
mate change) associated with energy
generation.*
Equipment will produce less heat when
powering down, contributing to a cool-
er, more comfortable workspace; lower-
ing air-conditioning costs; and helping
reduce equipment failure, which helps
increase the copier's life.*
• A copier with fast and reliable duplex-
ing (double-sided copying) can reduce
office paper use by 25 percent or more,
saving money in the process (Solid
Waste Management Coordinating Board
and the Minnesota Pollution Control
Agency, April 2000).
* If all copiers spld in the United States
were ENERGY SiAR*-labeled and set to
automatically default to duplex, the
amount of paper used could be reduced
by more than 200 billion sheets. This
adds up to a savings of 1 million tons
of paper, enough to go around the
world 1,400 times and save an estimat-
ed 20 million trees!*
*(Massachusetts Operational Services
Division, November 2000)
it's Policy
The federal government has undertaken various
initiatives to mandate the consideration of the envi-
ronment in purchasing decisions. A growing num-
ber of state and local governments also have
implemented green purchasing policies or pro-
grams. In 1995, EPA established the
Environmentally Preferable Purchasing (EPP)
Program to encourage federal employees to consid-
er a broad range of environmental factors, such as
reduced toxicity and lower volatile organic com-
pound (VOC) content, in their purchasing deci-
sions. In 1997, the Federal Acquisition Regulation
(FAR), which provides broad purchasing guidance
to federal employees, was amended to support fed-
eral procurement of green products and services. In
addition, executive agencies, under Executive
Order 13101, have been directed to identify and
give preference to the purchase of products and
services diat pose fewer environmental burdens.
Executive Order 13123 and FAR Section 23.704
direct agencies to purchase products in the upper
25 percent of energy efficiency, including all mod-
els that qualify for the ENERGY STAR* labeling pro-
gram (Information on ENERGY STAR® can be found
throughout this guide)
)Pnnted on paper that contains at least 50 percent postconsumer tiber.
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What Can You Do?
It is important to consider all of your options when
deciding how to handle your organization's copying
needs. Below are some of the options and factors to
examine.
Leasing or Buying a Copier
Leasing is an important option to consider. It relieves you
of the disposal responsibilities and allows for periodic
equipment upgrades when new technology that may be
more environmentally preferable is released.
Document Reproduction Services
One option to consider is purchasing document repro-
duction services. This option entails actually sending
your copies to a company that makes the copies and
returns the work. Often this is used for large copy jobs.
This may often be the more environmentally preferable
option—but it is not always practical in every situation
(i.e., where there is a frequent need for immediate copies
throughout the day).
Multi-Function Machine
You also might want to consider a multi-function
machine, combining a printer, fax, scanner, and copier
into one package. Especially if your office is small with
lower equipment usage, it often can be the most econom-
ically and environmentally sound decision. Multi-
function machines often provide the office necessities
that would cost over one and a half times that amount if
bought separately. Their compactness and the multi-
capabilities from a single print engine mean that less
energy is being consumed—one print engine idling uses
less energy than three print engines (fax, copier, printer)
idling.
Cost-Per-Copy
A recent trend in copy services is the cost-per-copy con-
tract. Read the success story of the National Aeronautics
& Space Administration (at the end of this document),
which created its own environmentally preferable system
for purchasing document reproduction.
What is a "Green" Copier?
A green product is one that has "a lesser or
reduced effect on human health and the envi-
ronment when compared to other products
and services that serve the same purpose"
(Executive Order 13101). Although it is
important to realize, that technology is con-
stantly changing, in the following pages, EPA
will outline what are currently considered
reasonable factors to consider in your copier
purchase.
If you are considering the purchase of a
copier, look not only at the immediate envi-
ronmental properties of the copier, but also
the complete environmental effects of the
copier throughout its life cycle, such as man-
ufacturing, packaging, transportation, and
usage (including paper and printing options),
as well as disposal. EPA conducted a pilot
project which helped in the preparation of
this guide. This guide is intended to steer you
toward the factors you may find useful to
consider in your purchase of an environmen-
tally friendly copier.
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Success Stories
NASA's Environmental Approach to
Copiers
NASA's unique "cost-per-copy" agency-wide contract,
which means the agency purchases copy services rather
than machines, allowed the inclusion of several environ-
mental features important to NASA, including recycled
paper and energy-efficiency. As a result, the agency esti-
mates it will save approximately $4.5 million during the
5-year span of the contract. In a cost-per-copy contract
environment, the contractor provides convenient copiers,
all supplies including toner (which previously was a sepa-
rate, high-cost item for all NASA sites), preventive main-
tenance, repairs and repair parts, training, moves, and
associated labor costs. These convenience copiers were
viewed as an easy item to consolidate into one agency-
wide contract that could yield considerable savings.
Consolidating NASA's copier needs into one contract sig-
nificantly reduced administrative costs associated with
contracts being competed, awarded, administered, and .
closed out.
Ramsey County, Minnesota
When the Environmental Health Section at Ramsey
County purchased a copier, the Request for Bids included
a requirement about recycled paper performance.
Vendors could only respond if they could offer a copier
that would work well with recycled-content paper and
make two-sided copies. This specification came in handy
when the newly installed machine began jamming.
. The repair technician initially suggested that recycled
paper was the problem and recommended switching to
virgin paper. When the office manager reminded the
technician of the bid requirement, the technician contin-
ued to work with the machine to assure it would be
properly adjusted to handle the type of paper used by the
section. It took a little more effort by the technician, but
the properly
adjusted copier
delivered the
performance the
office manager
was looking for
and allowed the
agency to prac-
tice what it
preaches—to use
recycled paper
and copy on
both sides.
Contact:
Ramsey County
Debbie Hosch, Clerical Supervisor
651 773-4466
debbie.hosch@co.ramsey.mn.us
ENERGY STAR®
Many copier manufacturers participate in ENERGY
STAR®, a voluntary partnership program established by
EPA and the U.S. Department of Energy. ENERGY STAR®
labeled copiers are equipped with a feature that allows
them to automatically turn off after a period of inactivi-
ty, potentially reducing a copier's annual electricity
costs by more than 60 percent (ENERGY STAR® Web
site). High-speed copiers include a duplexing option
that can be set to automatically make double-sided
copies — reducing the environmental and financial
costs of paper usage. It is important to make sure that
these ENERGY STAR® features are enabled when your
copier is first delivered. Visit this Web site for more
information on ENERGY STAR® copiers:
.
EPA
DOE
SAVING THE EARTH. SAVING YOUR MONEY
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7. Select the best value copier and make the award.
The best value might be based on the highest number
of preferences met after the requirements were met.
Normal performance and cost considerations should
be considered along with the environmental attributes.
8. Train employees to maximize environmental fea-
tures.
• Confirm that the specified environmental fea-
tures are present and program any necessary fea-
tures. Make sure ENERGY STAR® features are set to
default.
• Create a system to confirm that employees are
utilizing these features. It will probably be neces-
sary to execute a class in proper copier usage so
that the environmental features of your copier
are maximized. For example, if your machine
does not have a duplexing option, or it is not
practical to default the copier to that setting,
make sure employees know how to do this from
their computers.
Place a paper recycling bin next to your copier.
If your copier does not have a sleep or power-
down feature, make sure to turn it off at night,
on weekends, and on holidays.
Make your copies in batches. This reduces energy
consumption by decreasing the time your copier
spends in high-power and warm-up modes.
Use recycled paper. Most copiers are engineered
to work with recycled paper.
Avoid copying when possible—look for other
ways to distribute the information. For example,
send documents and memos as e-mails.
End-of-Life Issues—Some Alternatives to Disposal
Since you are interested in buying or leasing a newer,
greener copier, you may be looking into disposing of
your old copier in the near future. The best option is to
give your old copier a new life. Some manufacturers are
redesigning copiers to be more easily disassembled for
recycling, and some manufacturers will take copiers back
to recondition or remanufacture certain components for
reuse. There is a growing market for remanufactured
copiers—they often are available at lower prices com-
pared to machines with all new components.
You should be aware that most older copiers contain cir-
cuit boards with lead, and some analog models have
heavy metals, like selenium, in the drum. Both of these
heavy metals pose disposal concerns because they are
toxic. Purchase, rental, or leasing agreements that stipulate
take-back of the copier when you no longer need it can
avoid the need for you to manage the copier as a waste.
This puts the responsibility for safe management of toxic
materials on those who provide you with the equipment.
Copiers with all-in-one toner cartridges that can be re-
engineered are becoming more common with digital tech-
nology. These cartridges may be sent to a remanufacturer,
saving resources and cutting waste. All-in-one cartridges
have the toner, drum, and other components of the imag-
ing system in one unit, as opposed to separate drums and
toner bottles. In the remanufacturing process, cartridges
are disassembled; worn or defective parts are replaced;
and the unit is cleaned, refilled, and reassembled. Such
cartridges may be remanufactured a number of times.
Five Guiding Principles
To help government purchasers incorporate environ-
mental considerations into purchasing decisions, EPA
developed five guiding principles. The guiding princi-
ples provide a framework purchasers can use to make
environmentally preferable purchases. The five princi-
ples are:
1. Include environmental considerations as part of the
normal purchasing process.
2. Emphasize pollution prevention early in the pur-
chasing process.
3. Examine multiple environmental attributes
throughout a product's or service's life cycle.
4. Compare relevant environmental impacts when
selecting products and services.
•5... Collect and base purchasing decisions on accurate
; and meaningful information about environmental
. performance.
For more information, go to the five guiding princi-
ples on EPA's EPP Web site at
.
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Leasing or Purchasing a New (or Copier
The following are'guidelines to help you purchase .a
green copier.,
1. Determine applicable environmental attributes for
your situation.
Evaluate your workspace'to prioritize what attributes
are most appropriate and important, to your situation.
For instance, if you are aware ..that your office space
has poor air circulation, you might give high priority .
to those attributes related to indoor air quality. Make ,
sure to choose a copier with the right capacity. '
Calculate the number of copies you' need each month.
Most machines have a counter—talk to your copier
service representative, who should be able to help you
calculate this number. Using a copier rated for a high-
er volume (or faster) than your daily needs can double
your energy use. ,
2. Conduct product research beyond the usual,
research on price and performance,
It may be useful to break the environmental attributes
into the following categories:
Requirements: Those environmental attributes
that the purchaser is confident can be obtained
at a reasonable price and level of performance. If
a purchaser requires too much, the procurement
may be unsuccessful because the price will be
too high, or no vendors may bid at all.
Preferences: Those environmental attributes
which are desirable but not vital, but send a sig-
nal to vendors informing them of the purchaser's
additional needs. -
To find this information, ask your copier company
representative. Although he or she may not know the
answers right away, the representative should be able
to find them, As demand increases for more environ-
mentally friendly products, this information should
become more readily accessible. Any copier -lacking
any of your requirements should be disqualified.
Then you may want to compare copiers which have
already met your requirements and determine which
has the most preferences or which preferences are
most important. It is important to carefully consider -
which attributes lo include as requirements and
which as preferences, according to your situational
needs.
The following are basic guidelines for purchasing
environmentally preferable copiers—determine your
requirements and preferences as appropriate. When
possible, choose copiers that:
», Comply with the EPA ENERGY STAR* Program—
. Tier II (standard size) or Tier III (large format).
• Are programmable or clearly marked with
duplexing options that can be set as default.
• Use returnable or recyclable and remanufactured
toner cartridges.
* Use an organic photoreceptor (if not organic, it
must not contain arsenic, cadmium, or seleni-
um).
• Do not use wet process technology.
• - Do not emit ozone at a concentration in excess
of 0.02 mg/m3.
• Do not emit dust at a concentration in excess of
0.25 mg/m3.
-, * Do not emit styrene at a concentration in excess
of 0.11 mg/m3.
• Contain no polybrominated biphenyls (PBBs) or
'' diphenyl ethers (PBDEs).
, • - Use toner that is free of carcinogenic, mutagenic,
and teratogenic substances.
* Are refurbished/reconditioned/remanufactured.
• Make use of remanufactured parts.
• Contain materials made with recycled content.
• Use minimal packaging and/or arrange for pack-
aging taken back for reuse.
• Can be taken back by the vendor at the end of
- - its useful life for reconditioning or recycling of
parts.
3, Develop contract language or performance evalua-
tion criteria.
See the EPP Web site for contract language:
.
4. Solicit bids/information along with appropriate
documentation/certification.
Be sure that companies substantiate their claims with
documents, such as Material Safety Data Sheets.
5. Review and evaluate bid responses.
• Consider your environmental requirements and pref-
erences along with traditional purchasing considera-
tions such as quality, price, and performance.
6. Receive a demonstration of the leading contender
machines.
It is important that these machines not only have the
above-mentioned options available, but that they also
are easy to use and/or are programmable.
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EPA's Purchasing Tool Suite
EPA's EPP Program has developed the following Web-based .tools, to.help purchasers consider the environment,
along with price and performance, when buying a product or service.
EPP General Training Tool
Covers basic EPP principles and mandates, along with more in-depth applications of EPP, in an entertaining and
multimedia format.
EPP Database of Environmental Information on Products arid Services
A searchable database of product-specific information (e.g., environmental standards and guidelines or contract
language) developed by government programs, both domestic and international, as well as third parties.
Promising Practices Guide for Greener Contracts
A series of short case studies highlighting successful strategies for incorporating environmental factors into a
variety of product and service contracts.
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