Paper tips

Contents 1 Communications 1.1 Using your computer 1.2 Using your fax 1.3 Using your printer/copier 1.4 Using recycled paper 2 Your Mail 3 Office Kitchen 4 Buying Better Paper 5 Links 6 Reference

[edit] Communications

[edit] Using your computer

• Write communications on letterhead templates in your word processing software. Incorporate an always up-to-date letterhead design on all letters, thereby eliminating outdated, leftover paper letterhead stock.

• Print forms and memos directly from the computer instead of using pre-printed forms.

• Preview database and spread sheet printouts on your screen to ensure best use of computer paper.

• Review distribution lists frequently. Keep mailing lists current.

• Consolidate forms.

• Use e-mail and other paperless communication services instead of memos and faxes.

• Transfer documents on disk or through e-mail for editing and review.

• Have several people edit the same copy of a document using different colored inks, or better yet, use multiple edit feature of your word processor.

• Offer annual reports and major documents on disk to interested recipients.

• Develop an Internet web page for frequently requested information.

• Share messages on bulletin boards.

• Reduce font size and margins.

[edit] Using your fax

• Send and receive faxes from your computer instead of using print-outs.

• Use plain paper faxes to eliminate the need to copy thermal faxes.

• Use fax stick-on labels instead of cover sheets.

• Program your fax to eliminate confirmation sheets.

[edit] Using your printer/copier

• Purchase printers and copiers that can easily duplex. Program the defaults to double-sided. Then set all computers and copiers to default to double-sided printing.

• Use both sides of the sheet of paper, whether for copying or printing. (Check for high opacity on lighter weight printing sheets.)

• Use the blank sides of unneeded single-sided copies for printing drafts. Restack used papers, and use it for printing personal copies.

• Print double-sided for bills, applications, licenses, and other paper-intensive activities.

• Provide half-size sheets for short memos and letters.

• Use routing slips rather than individual copies.

• Eliminate unnecessary copies on multi-part forms. Print instructions and necessary information on the back to eliminate pages.

• Reduce printing paper basis weight. Saves both paper and postage costs.

• Reduce size of printed piece (but make sure you don't increase the amount of trim waste created). Work with your printer and designer to maximize use of parent sheets for printing.

• Consider the environment before you print something. Rethink how you can avoid using paper.

• See Printing tips

[edit] Using recycled paper

In the Japanese market, recycled paper is almost the whole market, and there are no issues with it.

• Use high quality recycled paper, especially with high-speed equipment. Recycled papers, just like virgin papers, vary from high- to low-quality in terms of print quality and runnability.
• Use another recycled paper if your current recycled paper is causing problems.
• To avoid paper curls, reduce the heat setting (more information needed)on the printer, use a copier paper, or avoid duplexing important documents. Curl is mostly related to the hardwood to softwood ratio, the 'cutting' and 'brushing' of the fibers, fiber orientation (on the papermaking machine), moisture content and drying strategy, though higher postconsumer content papers tend to encounter curls due to shorter fibers.
• Dusting is due to greater chalk and filler absorbency in alkaline-based manufacturing and not to fiber content. Primarily,dusting is caused by inadequate vacuuming and surface sizing.
• Some copier papers are meant to be used only in copiers or laser printers, not in ink jet printers. Because they are not sized (surface-sealed) for use in ink jet printers, the ink may blur the letters slightly if they are used in them.
• Don't over stock. Calculate your paper supply store as paper absorbs humidity, which in turn increases the tendency to jam in copiers/printers.
• Buy the latest copier/printer model. New copiers tend to be designed with simpler paper paths, which reduces jamming. However, high speed copiers tend to be more complex and also hotter, which can be more demanding on the paper.

[edit] Your Mail

• Consolidate multiple checks to individual vendors and bills to individual customers. Also reduces envelope purchases.
• Reuse incoming envelopes in good condition for your own correspondence. Use large address labels to cover the original information. You may also use these as note paper.
• Place a "No Junk Mail" sticker on your mailbox to avoid mails not addressed to you.
• Cut down on the number of periodical subscriptions you buy. Survey to see who subscribes to what, then work out a sharing system.
• Sign up for paperless or electronic statements for investments, banking, and credit cards.
• Reduce the amount of unwanted mail your business receives. The National Waste Prevention Coalition provides a postcard to send to mailers to have your name removed from lists, Business Junkmail Reduction. (See more resources and suggestions on curbing business junk mail here.)

[edit] Office Kitchen

• Stock the kitchen with real mugs, plates, bowls and utensils to discourage the use of paper and plastic disposables. Consider cloth napkins or use paper towels with high postconsumer recycled content.
• Encourage employees who carry in lunches to reuse paper (or plastic) bags and to skip paper napkins.

[edit] Buying Better Paper

• Buy paper with the highest percentage of postconsumer recycled content available, never settling for less than 30 percent for uncoated paper or 10 percent for coated stock.

• After maximizing postconsumer recycled content, consider paper that contains other recovered materials, such as preconsumer recycled content or agricultural residues. (See the Common Vision document for other priorities in paper purchasing.)

• Insist on "processed chlorine free" (PCF) paper. (What's PCF paper?)

• Always avoid paper made from 100 percent virgin pulp.

• If you do buy paper with virgin fiber content, be sure the virgin fiber comes from sustainably managed forests. Look for paper products certified by the Forest Stewardship Council (FSC). If FSC paper is unavailable, ask your paper supplier to provide you with "Chain of Custody" information on the origins of the fiber in the paper products you purchase, and ask if the manufacturer of the paper has a policy to protect endangered forests. (Their policy should meet the criteria laid out here.)

• Create a corporate purchasing policy that clearly outlines your goals and preferences for paper buying.

• On printed materials, include a line about the environmental characteristics of the paper you use.

• If you have a choice, buy products wrapped in the least packaging. Buy in bulk or in larger containers.

[edit] Links

• See our Toolkit for sample purchasing specs from a major company.

• See also Printing tips and Paper.

[edit] Reference

Conservatree.org The Environmental Paper Listening Study from Conservatree.org