Federal Agencies in the
Western United States

(click on the links below to see the progress of each initiative)

Frequently Asked Questions

What is "greener copier paper"?

Copier paper means cut-sized office paper that is used for modern office machines including copiers, laser printers, and fax machines.

Greener copier papers, as defined by FNS, have environmental characteristics that exceed the Federal statutory requirement of 30% post-consumer fiber content. They achieve greener characteristics through higher recycled paper content, chlorine elimination, and a reduction of old growth wood fiber.

• See Federal Regulations requiring recycled paper and/or greener copier paper.

Why is FNS working on the topic of greener copier paper?

At first glance, paper might seem like a cheap product with limited impact. In reality, however, the impacts of paper are enormous. Paper use is ubiquitous: the average office worker uses 10,000 sheets per year. In 2004, it is estimated that the Federal Government used 109,000 tons of copier paper. By 2008, this amount is projected to increase over 10%. Similar increases in paper consumption are expected to continue through 2020. If federal agencies can reduce paper use, use greener copier paper, and recycle used paper - even by small amounts - this could lead to sizeable benefits.

The issue of paper use is relevant to every federal agency, and those that have taken steps to reduce the impacts of their paper use have seen good results. Some agencies have even taken the extra step of tracking the costs associated with their efforts and have determined that the strategies outlined below can save money.

What are the energy impacts of the using greener copier paper?

Paper production is the third most energy-intensive of all manufacturing industries in the U.S., according to Department of Energy statistics, and uses 14% of all energy in the industrial sector. In addition, nearly 30% of all wood harvested in the U.S. is used to make paper products.

• Reducing paper use and switching to less energy-intensive types of paper can have a large energy impact.
• Since paper is so energy-intensive to manufacture, this translates to significant greenhouse gas emissions.
• Switching from the current standard 30% post consumer fiber recycled paper to 60% post consumer paper can save 1465 kWh of energy per ton of paper or over 15%.
• Switching to 100% post consumer fiber paper increases the savings to nearly 3500 kWh, or 35%.

If the entire Federal government were to switch from the legally mandated 30% post consumer recycled paper to 100% post consumer recycled paper, even without reducing total use of paper (which would save even more energy), it would save the equivalents of energy needed to power 12,851 American houses for 1 year (over 342 million kilowatt hours. In terms of greenhouse gas emissions, it would be the equivalent of taking 13,399 cars off the road for a year, preventing the release of over 147 million tons of CO2. (These estimates were made using the Environmental Defense Paper Calculator.)

What are the elements of the FNS "Greening Federal Copier Paper" Initiative?

This initiative encourages Federal agencies to adopt sustainable paper strategies based on the following elements:

• Reducing the use of paper;
• Purchasing paper with greener characteristics; and
• Recycling all used office paper.

These elements comprise the "3 prongs" of a strategy to reduce the impacts of paper use across its lifecycle: from manufacturing to use to recycling. The rest of this document discusses each of these in greater detail.

Source Reduction

Why is it important to reduce copier paper use?

The average U.S. government office worker uses 10,000 sheets of copier paper per year and the number is increasing. Even with the current standard of 30% post-consumer recycled paper, each government worker requires nearly one half of a tree per year for his or her paper use. By some estimates, the cost of printing, copying, storing, and mailing copier paper is 10 times the original purchase price of the paper itself. Another study (from the state of Minnesota) suggests the true total costs could be as much as 31 times the purchase price of paper. Thus, in addition to direct environmental benefits, reducing copier paper use reduces costs.

What are some ways to reduce copier paper use?

Government agencies and private companies have learned many ways to reduce the use of copier paper, including:

• Set copier default to copy on both sides of a sheet of paper. The copier service person can make this setting change for most duplex copiers. Agencies should require contractors to use duplex copying on all submitted reports.
• See regulation requiring duplex copying for contractors.
• Reuse paper by using a blank side of a previously used sheet for a separate purpose. Sometimes this is called "Second Chance," or "Good On One Side (GOOS)" paper. Keep a tray of one-sided paper next to your office printer or copier or even load equipment with one-sided sheets.
• Download examples of signs to encourage two-sided copying.
• Reduce paper weight. Heavier weight sheets use more fiber and cost more per sheet than lighter ones. 24# copier paper uses 16% more fiber than 20# copier paper and is more expensive.
• Make copies as needed rather than in large batches at one time. Extra copies frequently become outdated or unusable.
• Use templates in your word processing program. Alameda County (in the San Francisco Bay Area) eliminated the cost of printing new letterhead, and prevented the waste of having outdated letterhead, by switching to the use of templates in its word processing program. Now staff simply type their letters and memos on the appropriate computer template and print them out with an always-up-to-date letterhead design, which can be customized for every office.
• Enforce access codes for copier machines, printers, and fax machines.
• Eliminate fax cover sheets. Most fax machines automatically print identifying information at the top of pages sent. Put identifying information within the content of documents you send, or use mini fax post-it notes to eliminate the need for cover sheets entirely.
• Use electronic mail for inter-office memos, announcements, and targeted communications. Use group e-mail listserves to deliver important messages. Encourage employees not to print out every e-mail they receive.
• Store documents in electronic archives using data compression software.
• Clean your mailing list. Don't waste copies on items that can't be delivered. Use the National Change of Address system and your own resources to keep your mailing list up-to-date.
• Stop junk fax mail being sent to your office by requesting to be taken off fax mailing lists. The transmission of unsolicited faxed advertisements has been illegal under U.S. Federal law since 1991.

How do we know how much paper we're currently using?

As noted above, the average office worker uses 10,000 sheets of paper per year: this equals 20 reams of paper. For a rough estimate of your office's paper use, take the total number of employees in your office and multiply by 10,000 sheets.

If you have access to purchasing records, or other methods of tracking paper use, you can get a more accurate total paper use figure. Take a look at purchasing records for a set period of time (a year, 6 months, or 3 months), but keep in mind that a longer time period will help reduce the likelihood of over- or undercounting due to seasonal variation. For a per employee figure, divide total paper consumption by the number of employees.

How much can we reduce the use of copier paper?

Twenty percent reduction is a goal that some government entities have set. Agencies that have changed to double-sided copies have seen reductions of 30 to 35%. Between 2004 and 2005, EPA Region 10 reduced use of paper by 30%.

Buying Greener Copier Paper

What greener copier papers are available today?

• Higher recycled paper content. Current federal government standards specify paper with 30% post consumer fiber content. Papers are available with higher recycled content: for example, 50%, 80% or 100% post consumer fiber content.
• No chlorine bleaching. Most copier paper requires chlorine or chlorine-based chemicals such as bleach to make the paper white. Papers are available that are Processed Chlorine Free (PCF), which means no chlorine or chlorine based chemicals have been used to process the recycled fibers and all virgin fibers are Totally Chlorine Free (TCF).
• No old growth forest content. The virgin paper portion of copier paper can be manufactured from old growth timber. Typically, old growth timber is used first for lumber, and the waste -- up to 50% of the tree -- is used to make paper. Papers are available with no old growth forest content.

Why should we use these papers?

Government policy encourages use of greener papers, and their use is good for the environment.

"As public entities working to advance the public interest, Federal Agencies through leadership and example can inspire all of society to advance an agenda for sustainability" (from the Statement of Unity that created the Federal Network for Sustainability). Greening Federal copier paper is an example of the sustainability leadership commitment FNS members should make.

Changing to greener copier paper reduces the environmental impact of your agency in the following ways:

• Saves energy. As compared to virgin paper (0% post consumer content), it takes less energy to manufacture paper with some recycled fiber content and even less for 100% post consumer fiber content paper. According to Environmental Defense's Paper Calculator, switching from 30% post consumer fiber recycled paper to 60% can save over 15% of the energy required to manufacture it. Switching to 100% post consumer fiber paper can save 35%.
• Reduces greenhouse gas emissions. Energy savings directly translate to reduced greenhouse gas emissions: as compared to the baseline of 30% post consumer fiber paper, manufacturing 60% post consumer paper reduces greenhouse gas emissions by 12%, while the 100% post consumer content paper reduces emissions by 29%.
• Eliminates risks from chlorine and related chemicals. Eliminating chlorine and chlorine derivatives from the papermaking process eliminates toxic pollutants such as dioxins and furans. These pollutants, which bioaccumulate in the environment, are a proven cause of numerous health problems including cancer, reproductive problems, genetic damage, and immune system suppression. While the pulp and paper industry has developed technologies that virtually eliminate dioxin from mill effluents, there are still risks associated with transportation and storage of chlorine. Eliminating chlorine from the papermaking process eliminates the risks of accidental or intentional damage to chlorine tanks.
• Helps protect old growth forests. While old growth timber is used first for lumber, the waste - up to 50% of the tree - is generally used to make paper. Using paper with 100% post consumer fiber helps change the economics of using old growth forests for papermaking. "Tree free" papers are also available that use non-wood fibers, such as cotton, hemp, or kenaf, often in combination with post consumer content fiber.
• Helps protect other forests. Tree farms and intensively managed forests generally have less biodiversity, lower water quality, and poorer soil productivity than natural forests. Even if agencies cut their paper use, with the national trend of increasing demand for paper, there is more pressure on natural and managed forests for wood fiber. Using recycled content paper helps protect forests.

What greener copier papers can we purchase?

Brand	Manufacturer	Post consumer fiber	PCF	Certification
Envirotech	Ampad	100%	Yes	Self
Aspen 100	Boise Paper	100%	Yes	Self
New Life DP 100	Cascades Fine Paper	100%	Yes	CFPA, Eco Logo
Harbor 100	Grays Harbor (manufactured with 100% Certified Renewable Energy)	100%	Yes	Forest Stewardship Council’s (FSC) certification program (SW-COC-1557)
Encore 100	New Leaf	100%	Yes	Self
MaxBrite 100% Recycled Multipurpose	OfficeMax	30%	Yes	Self
Xerox 100% Recycled Multipurpose	Xerox	100%	Yes	Self

PCF = Processed Chlorine Free

Note: paper formulations are subject to change, and could now be different than the information reflected in this table. Please contact the paper manufacturer or your paper supplier for more information.

Have the environmental claims been certified?

Environmental claims can be self-certified, or certified by a third-party such as the Chlorine Free Products Association (CFPA) or independent auditors.

Certified by Chlorine Free Products Association (CFPA)

The CFPA certification mark, Processed Chlorine Free (PCF), is reserved for recycled content paper. This includes all recycled fibers used as a feedstock that meet EPA guidelines for recycled or post-consumer content. PCF papers have not been rebleached with chlorine containing compounds. Minimum of 30% post consumer fiber is required.

The PCF certification mark clearly establishes:

• No chlorine or chlorine compounds were used in the papermaking process;
• The method the mill used to determine post-consumer content;
• The mill has no current or pending violations;
• The mill does not use old growth forest for any of the virgin pulp;
• The product contains at least 30% post consumer fiber; and
• The mill is receiving recommendations for increasing product quality and productivity.

Certified through a Third Party Audit

A paper manufacturer can hire third party auditors to examine the company’s pulping and manufacturing processes to attest to the validity of claims being made about the recycled content and/or chlorine free bleaching process.  The scope and depth of the audit is determined by the manufacturer.  Documentation of such audits may be requested by customers.

Self

The paper manufacturer self-certifies environmental claims by providing documentation upon request.

What government agencies are using these papers now?

Environmental Protection Agency Region 9 (Contact: Timonie Hood, hood.timonie@epa.gov)

Environmental Protection Agency Region 10 (Contact: Jonell Allamano, allamano.jonell@epa.gov)

National Park Service, Pacific West Region (Contact: Sonya Capek, sonya_capek@nps.gov)

State of Washington (Contact: Lance Yount, Washington Department of Administrative Services, lyount@ga.wa.gov)

State of Oregon (Contact: John Weber, Oregon Department of Administrative Services, john.weber@state.or.us)

City of Seattle (Contact: Jetta Antonakos, Seattle Public Utilities, jetta.antonakos@seattle.gov)

And many others. These are just a few examples of organizations that have made the switch!

Who sells these products?

Greener copier papers can be purchased through several distributors of office supplies to federal agencies

The GSA Advantage Program

There is more than one distributor for some of the papers available through GSA. Call the distributor to get pricing for your situation. You may be able to get better pricing than is listed on the GSA Advantage web site. Also, distributors will often give a good price on small quantities for tests if there is potential for a larger order.

When you go to the GSA Advantage web site, at present, there is no easy way to search for greener copier papers, so follow the instructions below to find the greener copier papers.

• Go to the GSA Advantage website.
  In the search feature, type in the brand name of the paper (Envirotech, Aspen 100, etc.).
  
• The program will ask you for your GSA user number and password. If you are not a registered user, you can use your zip code in the appropriate box.
  
• You will then receive the copier papers available with that brand name. Usually the copier paper is available in 8½”x11”, 8½”x11” 3-hole punched, and 8½”x14”.
  
• You will see a price listed. Volume discounts are available, and you should call the paper distributor to receive pricing. There is a link to the distributor’s contact information.
  

Note that the price people will see on the web site is the highest price. Lower prices are available depending on quantity ordered.

BCOP Federal

100 percent post consumer fiber paper is available for all Department of Defense (DoD) agencies via the Federal Industrial Supply Centers. (A DoD-wide contract vehicle is in place with BCOP Federal.) In addition, the Recycled Products Cooperative offers the paper through DoD’s 'Electronic Mall.'

BCOP Federal is an operating segment of Office Max that serves the federal government. If you already have an account set up with this distributor, log in to the BCOP Federal website and search of recycled copy paper. You can set up a new account online or contact their customer service for more information.

EPA's Blanket Purchasing Agreement

To help it meet its agency goals of using paper with 100% post consumer content, or at a minimum 50%, EPA establisted a Blanket Purchasing Agreement (scroll down) which allows employees to easily buy greener paper, as well as other green products, online. The BPA will be mandatory for all EPA offices and labs nationwide, encompassing more than 18,000 employees in approximately 70 facilities across the country. The BPA requires reporting so EPA can track the progress of green product purchasing. Through this mechanism, EPA will develop a baseline against which to measure progress in its green purchasing efforts. More information is available about the goals of the BPA.

Other Suppliers

Some of these papers can be purchased through a cooperative such as the Recycled Products Purchasing Cooperative.

How much does greener copier paper cost?

Research in December 2005 found that papers with 100% post-consumer fibers and Processed Chlorine Free cost $32 to $56 per case. Prices are subject to change, and highly dependent upon a variety of factors including the quantity purchased, the distributor, and the shipping cost. Specific pricing information from BCOP Federal from October 2005, indicates that boxes of 100% recycled copy paper (10 reams per box) varied from $28.95 to $33.55, depending upon the quantity ordered and where the paper was delivered.

Is the quality consistent and uniform?

The quality of these papers is similar to that of conventional copier papers. All have brightness and opacity ratings that exceed most office standards. All these greener papers are in compliance with the Government Printing Office's JCP 0-71 copier paper standard. The JCP 0-71 copier paper standard is available at the U.S. Government Printing Office.

Unrelated to its manufacture, the storage and handling of paper may affect its performance. Humidity during storage has a negative impact on the quality of paper, as can temperature, and other conditions. See tips for proper paper storage and handling that can prevent copier jams and obtain the best copying and printing results.

How well does greener copier paper perform?

Large government buyers (including the State of Vermont, State of Washington, the City of Palo Alto, the U.S. Department of Interior - Headquarters, the U.S. Environmental Protection Agency - Regions 4, 5, 9, and 10, the City of Seattle, and the City of Portland) report good performance on all office machines, including high-speed copiers. Testing new paper on specific equipment and office conditions is recommended regardless of the recycled content of the paper.

In the early 1990s, 100% recycled (50% post consumer) paper was available. The paper was brownish gray in color, not archivable, and generally not the quality copier paper office workers expect. Recycled copier papers manufactured today are designed for today's office machines and their performance is often guaranteed. Both office equipment manufacturers and paper producers seem satisfied with the performance of current greener copier papers.

Will the use of greener copier paper change the maintenance requirements of our office equipment?

No. Both office equipment manufacturers and paper manufacturers claim that paper meeting their standards will operate just as well as non-recycled paper. No equipment warranties will be voided if greener papers are used. However, office equipment technicians often blame equipment malfunctions on the use of recycled paper. Because of this problem, some government agencies have added language to their service contracts directing service technicians not to promote the myth that recycled paper does not work well in office equipment.

• Language from The Los Angeles Department of Water and Power RFP for copier services: "Copier technicians shall place all recyclable materials that they bring into DWP premises (corrugated cardboard boxes, paper, etc.) into the appropriate DWP recycling bin/s wherever such bins are available. Technicians shall remove any empty toner bottles from DWP premises. Technicians shall not tell DWP employees that recycled paper does not work well."
• Language from the Commonwealth of Massachusetts Copier contract: "4.4 ADDITIONAL TECHNICAL REQUIREMENTS FOR ALL CATEGORIES OF EQUIPMENT In addition, the following criteria MUST be met: Warranties and service contracts MUST not preclude the use of recycled paper and/or the use of remanufactured supplies under this contract. Service contractors MAY NOT fault the use of such recycled paper and/or supplies for equipment failures, so long as these products are on contract with the Commonwealth."

Another approach is to use a more comprehensive service contract that includes the provision of copiers, recycled content paper, and maintenance services. This avoids finger-pointing at the other party when there is a problem. NASA has such a contract which, with other features, is saving them millions of dollars. See NASA's Environmental Approach to Copiers.

In rare cases, some users have reported paper jams. See a list of steps to prevent paper jams.

Can we combine strategies to achieve cost savings?

Yes! The cost savings from reducing copier paper use can cover the possible extra cost of greener copier paper. Centralized purchasing for an agency or forming a purchasing cooperative with other buyers can increase the volume and reduce the cost. Another option is to substitute only a portion of your copier paper with the greener options.

Paper Recycling

What programs should we have in place for paper recycling?

• Desk-side collection. Offices find that participation increases when collection begins at each desk. Employees sort their recyclable paper into special containers beside or on their desks and deposit the remaining material in their waste baskets. If required, multiple containers may be provided to sort multiple grades of paper. Containers should be labeled prominently and made clear what types of paper are acceptable and unacceptable.
• Intermediate collection areas. Desk-side containers are emptied into intermediate collection areas located throughout the office; one intermediate container for every 15 or 20 employees is a good rule of thumb. Trashcans should be available at these sites to minimize unwanted trash and facilitate recycling. Lids with a slotted opening on large paper recycling containers provide a needed reminder and help minimize contamination with trash.
• Employee education. Make sure employees are fully versed on what materials are acceptable and unacceptable for your collection program. Doing so will help to avoid contamination. If a load is contaminated, your recycler may reject the load and your agency may have to pay to have the material disposed of. Furthermore, recyclable paper is worth more when contaminants have been minimized. One-time education is not enough; periodic reminders are imperative. All new employees must be oriented to the program.
• Collection personnel education. All persons collecting paper for recycling must be educated and periodically reminded of the proper procedures for collecting and centralizing the collected paper. Because of frequent turnover and language barriers, maintaining any standard of performance in these positions will require diligence.
• Recycling Program Coordinator. A successful recycling program requires an enthusiastic coordinator who can foster a sense of teamwork and enlist the support of all employees. Recycling experience isn't necessary, but the coordinator should have organizational experience and have good communication skills. The responsibilities of the coordinator may include selecting a recycler, developing the collection system, educating fellow employees, monitoring for problems, and tracking the success of the program. The coordinator also may be the point of contact for the recycler or building manager and should work with the purchasing department to establish a "buy recycled" program.
• Promotion. Continual promotion is key to a successful program. Your fellow office workers will participate if they are well-informed about the program and its benefits. Explain the recycling process and how they can participate by collecting recyclables and by using products made from recycled materials. The support of your senior management is vitally important!
• Buy Recycled. For your recycling program to have maximum impact, your agency should buy recycled products as much as possible.

(Adapted from the National Office Paper Recycling Project's "Office Paper Recycling Guide")

Paper Tips

How can we begin the switch to greener copier paper?

1. Collect baseline information about the amount of paper used by your agency, and how much your agency is paying for paper. This is critical for paper use reduction projects. It can also be useful if you're using savings from paper reduction to cover the slightly higher cost of greener copier paper.

2. Conduct a small scale test. If you haven't already switched appropriate office equipment to a duplexing default, try it. Example duplexing signage is available to educate staff. Purchase a small amount of greener paper and use it to stock specific equipment, or a department. Protocol and log sheets may be helpful.

3. Engage stakeholders. Be sure to let users know about the testing and why paper matters. Often staff will be happy to help a project that demonstrates an environmental ethic. Often, paper reduction is a measurable goal for an agency Environmental Management System, or EMS. If it isn't in your agency EMS, ask why not.

4. Examine results. Determine what is working, and what isn't. Today's greener papers are successfully working at many agencies. Some problems may be easily corrected with proper signage, education, or minor equipment maintenance.

5. Make a partial switch, or a complete switch. Be sure to keep tracking paper use or paper purchasing records.

6. Publicize your efforts. Staff will probably be interested in the results of greener paper projects. FNS would also like to hear about your efforts.

How can we avoid copier jams?

GSA buys its paper from the same mills that provide paper to all of the leading office supply wholesalers in the US. The specs are the same as those used by the US Government Printing Office. GSA's performance requirements for compliant recycled copier paper are the same as for non-recycled paper: one jam per 5,000 copies.

Where does the perception that recycled content copier paper jam more come from?

A copier can jam for any number of reasons, such as: a bad batch of paper (this happens to non-recycled content paper as well); poor maintenance of copier machine, improper storage of paper (allowing moisture to affect sheets); improper handling of paper (not fanning paper out, not loading paper according to grain, not allowing paper to warm up (or cool down) to match the temperature of the copier room), etc. It has been historically proven that dust in a copier room can contribute significantly to paper jams and problems.

If the regularly scheduled maintenance is not done, and if the paper is mistreated in storage or loading, machines will break down and paper jams will increase. To help prevent this:

• Make sure the copier is fully serviced as per the manufacturer's maintenance schedule.
• After long print runs allow the copier to cool off before using again.
• Add new toner when the warning light calls for it.
• Clean accessible areas where possible.
• If a paper jam does occur, and the paper is not readily removable, seek assistance from the designated service personnel.
• When removing paper jams, insure that the entire sheet of paper has been removed. Small pieces of paper remaining in the roller mechanisms can cause further jamming and result in costly service calls.
• Keep the copy room area clean and dust free. Dust is a leading cause of copier jams.
• Make sure the copier paper is stored at normal room temperature, in a dry place, preferably off the floor (especially if the floor is concrete).
• If the paper was stored in an area with a different temperature from that of the copier room, let it sit near the copier for several hours before use. This will acclimatize the paper to the copier room environment.
• Don't take paper from wrapper until ready to use.
• Follow manufacturer's directions, and "fan" paper before use, checking for bent corners and ragged edges.
• Ensure paper is oriented correctly before loading into copier.
• Load paper according to the manufacturer's arrow on the ream label, if one is present.

Special note: Many copiers manufactured today are able to accommodate a variety of paper types and textures. However, the user must be sure to orient the curl of the paper in the correct direction. Should you encounter a jam, a good idea is to reverse the paper direction and attempt again.

(This information was adapted from GSA MarkeTips, Summer 1998 special edition, a GSA Federal Supply Service publication.)

Dislclaimer: The Federal Network for Sustainability is a voluntary network of federal agencies on the West Coast. This Green Copier Paper Frequently Asked Questions (FAQ) list is meant to provide information to federal agencies who are interested in using copy paper with environmental attributes that exceed current federal requirements. Neither the FNS or any of its participating agencies, or any governmental agency or partnering organization endorses any specific product or process referred to in this FAQ, and makes no warranty or representation as to use of products or processes described herein. Mention or depiction of trade names, commercial products or non profit organizations does not constitute endorsement of such product or group. Information may be subject to change. Users are encouraged to use this FAQ as a 'starting point' to their research on the use of greener copier paper and contact their individual agency procurement officials for requirements which may be specific to their agency.