Consider alternatives to traditional means of communicating: Is it possible to identify correspondence, files, forms and other documents that may be efficiently transmitted or stored using electronic media?

Do office PCs have the capability of sending and receiving faxes?

Under what circumstances should electronic transmissions be printed or not printed?

Conduct an inventory to determine the amount and kind of paper used in the office. Ask customers for ideas and preferences related to transmission of information. Transmit information on disks, CDs or through e-mail whenever possible, rather than sending paper copies.

Contact the Information Services section of the agency to determine whether PCs can be retrofitted to send and receive faxes or to establish such a specification for future fax machine purchased.

Adopt internal policies describing the circumstances in which electronic transmission should or should not be printed.

Consider office policies that will result in a reduction of waste: Are opportunities to recycle being missed? Are recycling containers conveniently placed?

Can waste reduction be achieved by procedures such as double-sided copying and printing, re-use of paper, reduced copying and printing, etc?

Do printers have the capability of printing documents on both sides? Are all copiers capable of duplexing?

Can office products be repaired rather than replaced? Can a product be donated rather than discarded? Can the product be recycled?

Conduct a waste audit in the office. In a two or three-month period, what is going into the trash receptacles? Contact Elin Shepard, DAS Resource Conservation management Program for assistance in identifying waste management opportunities; 503 - 378 - 2865 (ext 241); elin.d.shepard@state.or.us.

Print and copy on both sides of paper whenever possible. Reuse paper with print on only one side for drafts, or cut up for notepaper.

Contact Information Services to determine how to adapt printers or copiers or to establish duplexing capabilities for future purchases or leases.

Contact Information Services, the facility manager or Elin Shepard for assistance in determining the most useful disposition of products or equipment.

Can duplicate subscriptions be eliminated?

Is there anyway to reduce the amount of junk mail delivered?

Is it possible to print forms and letterhead only on an as needed basis?

Can mail orders and deliveries be combined to reduce transportation costs and packaging?

Can ceramic mugs be used for coffee rather than paper cups?

Audit subscriptions and cancel those that are unnecessary. Subscribe to publications on-line instead.

To stop delivery of unwanted mail contact:

MAIL PREFERENCE SERVICE
DIRECT MARKETING ASSOCIATION
PO BOX 9008
FARMINGDALE NY 11735-9008

and request that their members remove your name from their mailing lists. Because not all mailers are members of this organization, your request will not stop all of your advertising mail; however, it will stop some. You can also exercise your right to control delivery by marking "REFUSED" on the mail and returning it unopened to the post office.

Create a letterhead template on your PC, rather than using pre-printed letterhead.

Always ask vendors and delivery services to combine packages and delivery schedules, whenever practicable. Buy products in bulk to avoid unnecessary packaging. Ask vendors to reduce the amount of packaging for products.

Buy ceramic mugs or allow employees to bring their own from home. Use other re-usable utensils.

Consider the environmental attributes of office supplies purchased. Is the product made from recycled material? Does production of the product create significant waste or serious environmental degradation (such as bleached paper which leads to the creation of dioxin, a persistent bio-cumulative toxin, or colored paper which causes chemical pollution from dyes)?

Buy recycled content products whenever feasible. Buy paper products which are elemental chlorine free. A good source for learning about the manufacture, recycled content and chlorine content of paper visit http://www.eurekarecycled.com/.

Is the product recyclable? Can the product be reused or shared?

Contact Elin Shepard, DAs Resource Conservation management Program for assistance in identifying waste management opportunities; 503 - 378 - 2865 (ext 241); elin.d.shepard@state.or.us.

Review employee transportation needs and patterns and determine whether trips can be reduced or eliminated. Can meetings occur just as easily by use of call conferencing rather than in person? Is it possible to combine trips and set up carpooling opportunities? Can employees travel to meetings using public transportation?

Choose not to drive to meetings that you can attend effectively through teleconference. Walk or take public transportation to business meetings. Create an incentive system that rewards employees for the reduction of use or non-use of business vehicles. Establish a travel board on the office where employees may post travel plans and arrange for carpooling.

Consider office policies that will reduce energy usage. Is it feasible to install motion detectors to turn lights off and on automatically? Is there a means to turn off lights when not needed? Do obstacles or office walls block outside light - requiring internal lights to be used?

Is it possible to open windows rather than to use an air conditioner? Is it feasible to have windows installed to reduce the need for air conditioning? Is it feasible to install insulated window shades to prevent heat loss during cold periods?

Are computer monitors set to power down after five minutes of inactivity? Can office equipment be turned off at night? Can copiers and printers be shared? Is the electronic equipment in your office energy efficient - certified by the EPA (Energy Star)?

Check with the agency facility manager about cost and installation of motion detectors or light switches in offices that have none. Turn lights off when you leave an office. Remove obstacles that block outside light. Turn lights off when not needed.

Discuss ways of maintaining heat and cooling your office space more efficiently with your facility manager.

Contact Information Services in the agency to program computers to shut down automatically and to determine which pieces of office equipment may be safely shut down during evenings or periods of nonuse Lease or purchase equipment that is adaptable for use by multiple persons and offices. Visit the EPA web site for information about Energy Star equipment at http://www.epa.gov/energystar/.

Consider incorporating sustainability job performance standards into job descriptions and employee evaluations. Appointment an office sustainability coordinator to ensure issues related to sustainability are regularly and consistently addresses and to serve as a local resource?

Evaluate employee performance related to implementation and participation of sustainable practices. Create rewards and incentives for employees or offices that take significant measure related to sustainability. Commit to making sustainable practices a part of every day office life.

When designing or constructing an office space, consider the following, where feasible:

Possible use of recycled, used or salvaged materials in construction; environmentally responsible designs that will optimize material use, energy efficiency and adaptability (lighting, air flow, insulation, etc); appropriate sizing; use of products and materials made without volatile organic compounds (VOCs, including solvents, adhesives and particle boards, may emit gasses that pollute office air).

Contact DAs Facilities Division for assistance in negotiating a sustainable lease or designing and constructing a sustainable office space.