Australian Government ICT Sustainability Plan

Australian Government ICT Sustainability Plan 2010-2015 Mandatory Environmental Standards GUIDELINE 4 Environmental Standard 4 (ES4) Recycled content office copy paper Contents INTRODUCTION... 1 THE STANDARD... 2 PURPOSE OF THIS STANDARD... 2 WHEN DOES THIS STANDARD APPLY... 3 DEFINITIONS AND INTERPRETING THIS STANDARD... 3 AS/NZS ISO 14021:2000 ENVIRONMENTAL LABELS AND DECLARATIONS - SELF-DECLARED ENVIRONMENTAL CLAIMS (TYPE II ENVIRONMENTAL LABELLING)... 3 GENERAL USE OFFICE COPY PAPER... 3 VIRGIN FIBRE CONTENT... 4 IMPORTANT CONSIDERATIONS WHEN IMPLEMENTING THIS STANDARD... 4 WHEN PRE-CONSUMER AND VIRGIN FIBRE CONTENT IS NECESSARY... 4 EXTERNAL PRINTING AND COPYING CONTRACTS... 4 SUITABILITY OF RECYCLED CONTENT PAPER FOR ARCHIVAL PURPOSES... 5 COMPATIBILITY OF IMAGING DEVICES AND RECYCLED PAPER... 5 RELATED ICT SUSTAINABILITY STRATEGIES... 5 COORDINATED PROCUREMENT... 5 CHECKLIST FOR AGENCIES... 6 RECOMMENDED READING AND RESOURCES... 8 APPENDIX 1 PAPER TYPE BY PAPER USE GUIDANCE TABLE... 10 Introduction The Australian Government ICT Sustainability Plan 2010-2015 (ICT Sustainability Plan) introduces a number of strategies and actions aimed at assisting agencies to better manage the environmental performance and impacts of the information and communications technology (ICT) they procure and use. Section 2 of the ICT Sustainability Plan focuses on improving sustainable ICT procurement within Australian Government agencies, given the government is a major consumer of ICT products and services. It introduces six mandatory environmental standards into ICT procurement processes to establish minimum levels of environmental performance for relevant ICT acquisitions. These standards also signal to suppliers and manufacturers the Australian Government s intentions for improved ICT sustainability practices. This is also supported by the Department of Finance and Deregulation s guidance on the principles and practices of incorporating sustainability when purchasing for the Australian ICT Sustainability Plan - ES4 Guidelines 1 revised 8/2013

Government. 1 The sustainability guidance is under the Procurement Policy Framework, which establishes the Government s expectation for all departments and agencies when performing duties in relation to procurement. 2 It also governs how agencies procure property or services and reinforces the fundamental procurement principle of value for money. The standard The following guidelines have been developed to help agencies, and suppliers, to understand and apply Environmental Standard 4 ES4 (Box 1) within the context of ICT procurement in Australian Government operations. Box 1: ICT Sustainability Plan ES4 extract General use office copy paper to have a minimum post-consumer recycled content of 50 per cent by July 2011, progressing to 100 per cent recycled content by July 2015. Remaining virgin fibre content is to originate from chain-of-custody sources, such as Forest Stewardship Council (FSC) certified sources/forests, Program for the Endorsement of Forest Certification (PEFC) schemes or from sustainably managed forests. Agencies are required to introduce similar paper content standards for external printing and design contracts, where possible. Purpose of this standard Office copy paper is a significant consumable in Australian Government operations estimated at 6 500 tonnes per annum for internal printing that is printing conducted within an agency premises 3. Such a vast volume of paper consumption has a significant impact on the environment, when considering the impact across the life cycle of paper, including harvesting, manufacturing, distribution, use and disposal. While a number of agencies are already using recycled content copy paper, this environmental standard will provide clarification for all agencies in regard to the use of recycled content copy papers, and reinforce the Australian Government s commitment to sustainability. Government agencies are now required to use post consumer recycled content paper for general use copying and printing. Post consumer recycled content paper is paper is often manufactured from discarded materials such as newspapers, office paper, magazines and packaging. Post consumer recycled content paper has many positive benefits, including: stimulates demand for additional source stock which supports the objectives of the Australian Packaging Covenant. a smaller ecological footprint than using virgin fibre by reducing loss of biodiversity and habitat, carbon emissions, energy use, water use, and hazardous substances. 4 reduces competition for productive land use. supports other Australian Government policies and international agreements, including the Plantations for Australia the 2020 Vision and the 2008 Australia- Indonesia Forest Carbon Partnership, which includes programs that reduce carbon emissions from deforestation and forest degradation. 1 Incorporating Sustainability www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/policyframework/incorporating-sustainability/principles.html 2 Procurement Policy Framework www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/index.html 3 Australian National Audit Office (ANAO), 2009, Green Office Procurement and Sustainable Office Management. ANAO Audit Report No. 25 2008-09, www.anao.gov.au/uploads/documents/2008-09_audit_report_25.pdf p58 4 Department of Environment and Climate Change NSW (2009). Know your paper: a guide to purchasing recycled content office paper. www.environment.nsw.gov.au/resources/sustainbus/0988knowyourprintpaperpart1.pdf p14-16 ICT Sustainability Plan - ES4 Guidelines 2 revised 8/2013

When does this standard apply This standard applies when agencies approach the market for a new stationery or paper contract. Post consumer recycled content of 50 per cent will be a default item for general use office copy paper in a suppliers catalogue. Agencies will need to include this standard in ICT procurement processes and documentation from July 2011. Definitions and interpreting this standard AS/NZS ISO 14021:2000 Environmental Labels and Declarations - Self-declared environmental claims (Type II environmental labelling) This standard specifies requirements for self-declared environmental claims, including statements, symbols and graphics, regarding products. It further describes selected terms commonly used in environmental claims and give qualifications for their use. (ISO 14021, page 1) 7.8.1 Usage of terms 7.8.1.1 Recycled content and its associated terms shall be interpreted as follows: a) Recycled content Proportion, by mass, of recycled material in a product or packaging. Only preconsumer and post-consumer materials shall be considered as recycled content, consistent with the following usage of terms. 1) Pre-consumer material Material diverted from the waste stream during a manufacturing process. Excluded is reutilization of materials such as rework, regrind or scrap generated in a process and capable of being reclaimed within the same process that generated it. 2) Post-consumer material Material generated by households or by commercial, industrial and institutional facilities in their role as end-users of the product which can no longer by use for its intended purpose. This includes returns of material from the distribution chain. b) Recycled material Material that has been reprocessed from recovered [reclaimed] material by means of manufacturing process and made into final product or into a component for incorporation into a product. c) Recovered [reclaimed] material Material that would have otherwise been disposed of as waste or used for energy recovery, but has instead been collected and recovered [reclaimed] as a material input, in lieu of new primary material, for a recycling or manufacturing process. General use office copy paper General use office copy paper is regarded as plain A4 size paper, mostly 80gsm, and used in the course of internal printing and copying tasks where documents will be kept for less than 30 years. ICT Sustainability Plan - ES4 Guidelines 3 revised 8/2013

The National Archives of Australia (NAA) does not recommend using recycled paper to generate documents that will be kept for 30 years or more 5. Virgin fibre content Virgin fibre content with respect to copy paper refers to the fibres used in the paper production process that have been sourced directly from harvested or felled forests, with no recycling process of the fibres having occurred between the tree harvesting and paper manufacturing phases. When purchasing paper with virgin fibre content a key consideration is whether the fibre originates from chain-of-custody sources or from sustainably managed forests. To provide consumers with a level of environmental assurance internationally recognised sustainable forestry stewardship organisations, such as the Forest Stewardship Council (FSC) and Program for the Endorsement of Forest Certification (PEFC) have developed sustainable forest management and chain of custody certifications. These organisations are independent, non government, not-for-profit organisations, providing third party certification of forestry products through their internationally recognised standards, certification and product labelling systems. The Australian Forestry Standard (AFS) is endorsed by the PEFC and also provides assurance within the Australian context. Important considerations when implementing this standard When pre-consumer and virgin fibre content is necessary There are various circumstances when pre-consumer and virgin fibre content is necessary: when purchasing general use office copy paper with at least 50 per cent post consumer recycled content, the other 50 per cent may be comprised of pre-consumer or virgin fibre in procurement contracts until July 2015 purchasing archival paper for documents to be kept for 30 years or more purchasing paper for purposes other than general office use, or where supply is limited, restricted or where supply contracts do not extend to some geographic locations, such as remote areas or overseas locations. External printing and copying contracts Where possible, it is recommended to introduce this standard into external printing and copying contracts. Some government agency external printing volumes far exceed internal printing volumes. 6 Using recycled content paper maybe a viable option for items that have a short life span. Examples include the production of publications (except master sets designated to be retained as national archives), pamphlets, forms and brochures. 7 The ANAO s 2008-09 Audit Report noted that thirty-eight percent of agencies advised they use at least some recycled paper in their external printing. A small number of agencies also required ISO 14001 accreditation for their printer suppliers, environmental certification standard for their printing stock, and/or the use of plant based inks without heavy metals. 5 National Archives of Australia, 2010, Which paper should I use? www.naa.gov.au/records-management/secure-andstore/physical-preservation/faq/which-paper.aspx#section1 6 ANAO, 2009, Green Office Procurement and Sustainable Office Management, ANAO Audit Report No. 25 2008-09, www.anao.gov.au/uploads/documents/2008-09_audit_report_25.pdf p63 7 ANAO, 2009, Green Office Procurement and Sustainable Office Management, ANAO Audit Report No. 25 2008-09, www.anao.gov.au/uploads/documents/2008-09_audit_report_25.pdf p64 ICT Sustainability Plan - ES4 Guidelines 4 revised 8/2013

Suitability of recycled content paper for archival purposes There are a range of papers available for archival purposes currently on the market. These include permanent paper, and archival paper, some of which are currently available with recycled content. Various standards govern the composition and naming of paper. The compositions of archival and permanent papers are governed by the following national and international standards 8 : AS 4003-1996 Permanent Paper, and ISO 11108-1996 Information and Documentation - Archival Paper - Requirements for Permanence. National Archives of Australia (NAA) has also issued a specification for archival copy paper which defines a paper with both high permanence (chemical stability) and high durability (physical strength over time). Paper that meets the requirements of this specification is entitled to use the Archival Quality certification trademark issued by the National Archives. Information on the scheme and on paper that has passed the testing regime is available on the NAA website. The NAA specifically excludes paper with recycled content from its standard due to the inconsistency of recycled fibre and the tendency of the recycling process to result in shorter and weaker fibres with consequent poor tear strength and fold endurance. Compatibility of imaging devices and recycled paper Current imaging devices are designed to operate effectively with recycled content paper. The historic association with paper jams when using recycled paper is no longer valid for modern commercial devices. Changes to recycled paper production processes and the design and manufacture of commercial imaging devices have overcome these issues. To ensure best performance of imaging devices it is important that devices are cleaned and serviced in accordance with the maintenance schedule. Related ICT sustainability strategies While the Australian Government has introduced an environmental standard for recycled content paper, agencies are also required to reduce internal office copy paper use to 9 reams per person by July 2015. As such, internal office copy paper in the Australian Government is expected to reduce by 50 per cent on current baseline levels. Initiatives to assist meeting the 9 ream target include: staff awareness/education programs promoting practices to reduce paper use integrated into the agency s environmental management system (EMS) program follow-me print solution a print will not be activated unless a user swipes a recognition device located on the imaging device, and electronic document records management systems (EDRMS) a survey by the Australian National Audit Office noted that higher paper consumption occurred where there was no EDRMS. 9 Coordinated Procurement Coordinated procurement contracting is a government initiative to establish whole-ofgovernment arrangements for goods and services in common use to maximise market benefits and deliver efficiencies and savings. These arrangements are established by the Department of Finance and Deregulation and FMA agencies are required to make purchases through these arrangements. 8 NSW Government State Records, 2010, Standards for Paper, www.records.nsw.gov.au/recordkeeping/governmentrecordkeeping-manual/guidance/recordkeeping-in-brief/recordkeeping-in-brief-22#purchasing-archival-and-permanent 9 ANAO, 2009, Green Office Procurement and Sustainable Office Management. ANAO Audit Report No. 25 2008-09, www.anao.gov.au/uploads/documents/2008-09_audit_report_25.pdf p58 ICT Sustainability Plan - ES4 Guidelines 5 revised 8/2013

Agencies should regularly refer to the Whole-of-Government Procurement Contracts, Arrangements and Initiatives section of the Department of Finance and Deregulation website (www.finance.gov.au/procurement/wog-procurement/index.html ) to review all current coordinated procurement arrangements. Agencies should be aware of the following coordinated procurement arrangement: Stationery and Office Supplies On 7 March 2012, the Department of Finance and Deregulation established a Stationery and Office Supplies (SOS) Whole of Government Panel. The list of successful Panellists can be found at http://www.finance.gov.au/procurement/stationeryandofficesupplies.html Use of the panel is mandatory for Australian Government agencies subject to the Financial Management and Accountability Act 1997. Enquiries should be directed to SOSHelpDesk@finance.gov.au or (02) 6215 3704. Further references relating to procurement by agencies can be found below under recommended reading and resources. Checklist for agencies The following checklist can be tailored to suit individual agency circumstances. Internal copying/printing under current procurement contract Activity Top down support/awareness of requirement across relevant managerial groups IT, Procurement, Environmental Management, and other senior management groups. Operational staff alerted to new requirement purchasing officers, IT staff and other staff who often fill paper in the machines. Current supplier is alerted to the new standard if possible introduce compliant paper into the current purchasing catalogue. However, please note the standard does not apply until contracts are renewed or tendered. Possibly trial and monitor performance of a variety of copy papers compliant to the standard to determine best paper for the agency. Operational staff informed of new copy paper purchasing requirements and how to order. All staff are trained as to when and how to print with recycled content and archival paper. Share progress and experiences in meeting the standard with fellow government agencies. Performance reported in the Annual Report percent of recycled content used, consumed and a percent of total quantity. External design and printing process (optional but recommended) Activity Notify staff of the new standard that are involved in sourcing external design and printing contracts, and recommend the standard into these contracts. Notify relevant external printers and design studios of recommendations under the new standard. Consider Incorporating new standard into existing guidelines for design and printing contracts. Share progress and experiences in meeting the standard with fellow government agencies. Performance reported in the Annual Report percent of recycled content used, consumed ICT Sustainability Plan - ES4 Guidelines 6 revised 8/2013

and a percent of total quantity. Request for Tender phase Activity Tender documents describe the requirements for this standard. Request a copy paper catalogue from prospective suppliers to determine which paper types are appropriate for their range of business applications and archiving needs. Share progress and experiences in meeting the standard with fellow government agencies, including draft clauses. ICT Sustainability Plan - ES4 Guidelines 7 revised 8/2013

Recommended reading and resources Department of Sustainability, Environment, Water, Population and Communities, 2010, Australian Government ICT Sustainability Plan 2010-15 - the overarching policy for agencies containing mandatory environmental standards for ICT procurement; and targets and strategies to achieve sustainability in Government ICT operations www.environment.gov.au/sustainability/government/ictplan/index.html. Recycled content paper and paper standards Australian National Audit Office (2009), Green Office Procurement and Sustainable Office Management (Audit report No. 25 2008-09) - a comprehensive assessment and report on the progress being made by government agencies in achieving better practice in green office procurement and sustainable office management, www.anao.gov.au/uploads/documents/2008-09_audit_report_25.pdf. Department of Environment and Climate Change NSW (2009), Purchasing Office Paper and Products useful guides to procuring recycled content paper. Provides an overview of the rationale for buying recycled content paper, and practical guidance, www.environment.nsw.gov.au/sustainbus/officewasteguides.htm. National Archives of Australia (NAA) (accessed 2010) www.naa.gov.au The NAA website provides various sets of guidance to understand the rationale and process for keeping of Commonwealth Agency records, and the importance of correct paper use in relation to archiving. Relevant articles appear below: Which paper should I use? http://naa.gov.au/records-management/preserve/physicalpreservation/index.aspx. Rules for use of archival quality certification trademark, www.naa.gov.au/recordsmanagement/preserve/physical-preservation/paper-rules-of-use.aspx. Why records are kept: directions in appraisal, www.naa.gov.au/images/why%20records%20are%20kept%5b1%5d_tcm2-4856.pdf. NSW Government State Records (2010), Selecting appropriate paper for the creation of records - strategies for ensuring appropriate paper is used within the office. Contains particularly useful guidance to ensure paper (recycled, archival, other) is used appropriately within the office, www.records.nsw.gov.au/recordkeeping/government-recordkeepingmanual/guidance/recordkeeping-in-brief/recordkeeping-in-brief-22. For information on recommended sustainable forest management and chain of custody certification (accessed 2010): Forestry Stewardship Council www.fsc.org. Programme for the Endorsement of Forest Certification http://pefc.org. The Australian Forest Certification Scheme (AFCS) www.forestrystandard.org.au. Procurement Department of Finance and Deregulation, 2011, Procurement Policy Framework, www.finance.gov.au/procurement/procurement-policy-and-guidance/buying/index.html. Department of Finance and Deregulation, Buying for the Australian Government: Incorporating Sustainability, www.finance.gov.au/procurement/procurement-policy-andguidance/buying/policy-framework/incorporating-sustainability/principles.html. Department of Finance and Deregulation, Whole-of-Government Procurement Contracts, Arrangements and Initiatives, www.finance.gov.au/procurement/wog-procurement/index.html. Department of Finance and Deregulation, ICT Procurement, www.finance.gov.au/procurement/ict-procurement/index.html. ICT Sustainability Plan - ES4 Guidelines 8 revised 8/2013

Guidance Materials for the ICT Sustainability Plan The following suite of guidance materials has been prepared to assist Australian Government agencies and the ICT industry to understand the requirement of the Australian Government s ICT Sustainability Plan. They can be found on the Australian Government ICT Sustainability website www.environment.gov.au/sustainability/government/ictplan/index.html. Agencies can also access them on the ISAGA GovDex site www.govdex.gov.au/ (email sustainableict@environment.gov.au to request access to GovDex). Guidelines Guideline 1 Guideline 2 Guideline 3 Guideline 4 Guideline 5 Guideline 6 Fact Sheets Fact Sheet 1 Fact Sheet 2 Fact Sheet 3 Fact Sheet 4 Fact Sheet 5 Fact Sheet 6(a) Fact Sheet 6(b) Fact Sheet 7 Fact Sheet 8 Fact Sheet 9 Environmental Standard 1: ICT equipment environmental standards Environmental Standard 2: ICT equipment and ENERGY STAR Environmental Standard 3: Product take-back, reuse and resource recovery Environmental Standard 4: Recycled content office copy paper Environmental Standard 5: Used packaging requirements Environmental Standard 6: ICT Suppliers and Environmental Management Glossary Responsible suppliers Evaluation measures and weightings for procurement ICT Sustainability Scorecard Strengthening agency management systems EPEAT Silver or equivalent eco-labels EPEAT Criteria ICT Sustainability Initiatives Incorporating sustainability principles and practices into procurement Agency Actions Commonwealth of Australia 2011 This work is copyright. You may download, display, print and reproduce this material in unaltered form only (retaining this notice) for your personal, non-commercial use or use within your organisation. Apart from any use as permitted under the Copyright Act 1968, all other rights are reserved. Requests and enquiries concerning reproduction and rights should be addressed to Department of Sustainability, Environment, Water, Populations and Communities, Public Affairs, GPO Box 787 Canberra ACT 2601 or email public.affairs@environment.gov.au Disclaimer The views and opinions expressed in this publication are those of the authors and do not necessarily reflect those of the Australian Government or the Minister for Sustainability, Environment, Water, Population and Communities. ICT Sustainability Plan - ES4 Guidelines 9 revised 8/2013

Appendix 1 Paper type by paper use guidance table General Use Archival Use Specialised Use Definition Copying or printing of documents to be kept for less than 30 years. Copying, printing or use of paper, typically for archival purposes, that will be kept for 30 years or more. Copying or printing of paper which has a specialised use other than general and archival Examples Invoices, draft documents, public education media, business cards Cabinet documents for record keeping Certificates on bond paper. Thermal paper for Fax and other machines When applicable In-house AND possible external printing/copying In-house AND external printing/copying In-house AND external printing/copying Required paper type 50% post-consumer recycled content paper in procurement processes from July 2011 to July 2015 100% recycled content paper with a minimum of 70% post consumer recycled content from July 2015. Archival paper (100% virgin fibre) Permanent Paper (100% virgin fibre) (note: this paper is not generally as durable as archival paper). Bond paper Thermal paper Any remaining virgin fibre is sourced from sustainably managed forests Desirable characteristics of required paper type Bears environmentally preferred certifications relating to environmentally responsible manufacturing processes. Consider carbon neutral paper as an additional desirable measure Meets NAA specifications. Has environmentally preferred certifications relating to environmentally responsible forest stewardship and manufacturing processes. Bears environmentally preferred certifications relating to environmentally responsible forest stewardship and manufacturing processes. ICT Sustainability Plan - ES4 Guidelines 10 revised 8/2013