Fact Sheet: Reducing Office Paper Waste

December 1989
#8906A

Office of Waste Reduction Services
State of Michigan
Departments of Commerce and Natural Resources

Business and institutions generate huge volumes of waste paper. Disposing of discarded reports, memos, letters and other office paper waste only brings businesses and institutions a bigger trash bill and places increased pressure on the state's overburdened landfills. Many companies are discovering, however, that they can reduce, reuse and recycle their office paper. This saves paper purchases, reduces disposal costs and even earns revenues.

Some Office Paper Facts

• Typical business offices generate about 1.5 pounds of waste paper per employee per day.
  
• Financial businesses generate over 2 pounds per employee per working day.
  
• Nearly half of typical office paper waste is comprised of high grade office paper, for which there is strong recycling demand.
  
• It is possible to significantly decrease the costs of buying office paper by reducing paper use and reusing the paper you have.
  
• Eliminating office paper from your waste stream can cut your waste bill by 50 percent or more.
  
• Recycling one ton of paper typically saves $15 to $30 in landfill disposal costs (in 1989 dollars) and about 6.7 cubic yards of landfill space.
  
• Commercial and residential paper waste accounts for over 40 percent of waste currently being landfilled. Eliminating paper from waste would almost double the lives of current landfills.
  
• Every recycled ton of paper saves approximately 17 trees, which re then available for other uses, and approximately 462 gallons of oil. Recycling paper also reduces the air and water pollution due to paper manufacturing.

Types Of Office Paper Which Can Be Recycled

Virtually all types of office paper can be recycled. Office paper is typically divided into two grades: high-grade paper and mixed paper. High-grade paper typically consists of white or off-white paper such as:

• Letterhead
  
• Computer paper
  
• Bond copier paper
  
• Notepad or scratch paper
  
• Tablet paper
  
• Plain envelopes
  
• Stationery
  
• Typing paper

Mixed paper, also known as file stock, is collection of several grades of paper, including some grades that are not acceptable for bond quality recycled paper. Mixed paper has lower marketing value than high-grade paper. However, there is demand for it in the manufacture of consumer tissue products. The advantage of recycling mixed paper is that less attention must be paid to compatibility of paper types. Typically, mixed office paper includes nearly all paper generated in an office, and may even include limited amounts of:

• Colored paper
  
• Business forms
  
• Manila folders
  
• Envelopes with clear plastic windows and pressure-sensitive adhesive flaps
  
• Carbon paper

All plastic and personal trash must be separated from office paper designated for recycling.

Reducing Office Paper At The Source

There are a number of ways your office can reduce the amount of paper it uses:

• Single space the text of final reports.
  
• Print only the amount you need. Limit the distribution of correspondence and reports to those who really need "hard copies." Provide one copy for several readers rather than providing multiple copies.
  
• Limit computer printouts. Use electronic mail for sending and receiving business messages. Review text onscreen to limit mistakes on drafts.
  
• Store information on computer disks instead of as hard copies.
  
• Use high-grade paper, and minimize the use of colored, glossy and special thickness papers that are difficult to recycle.
  
• Use reusable or two-way envelopes to mail your letters.
  
• Actively encourage all employees to use less paper.

Reusing Office Paper

Many offices make sure that their paper is fully utilized. This usually requires a bit of creativity and extra time, but will cut your paper use and paper waste by half.

• Use both sides of the page. Draft reports can be printed on once-used paper and reports can be printed back-to-back.
  
• Set aside special cartridges of "draft" paper for printers and copy machines.
  
• Convert scratch paper into memo pads, telephone answering slips and similar items.

Recycling Office Paper

Beyond reducing the amount of paper you use, many offices set up recycling programs to divert paper from the waste basket. Office paper recycling programs are relatively easy to set up, especially if you follow these steps:

Step 1. Appoint a Recycling Coordinator:

The first step in setting up a paper recycling program is to put someone in charge. This person should do the necessary research, design the recycling program, implement and manage the program and be a liaison between management, employees and outside recyclers. Specific responsibilities of the coordinator frequently include:

• Representing the program to both management and employees.
  
• Working with haulers and recycling markets.
  
• Developing a plan of action with measurable goals and a feasible timetable.
  
• Designing the collection system to be used.
  
• Identifying and ordering collection, storage and equipment needs.
  
• Obtaining management authorization to purchase needed equipment and supplies and for negotiating contracts with recyclers and brokers.
  
• Informing employees of the recycle system and their roles in the project.
  
• Monitoring program results to identify and resolve problems.
  
• Listening to and evaluating feedback from management and employees.
  
• Reporting the results of the recycling program.

Step 2. Determine What is Recyclable:

Learn what types and quantities of paper are in the office waste stream.

Step 3. Know the Markets:

Contact potential recycling markets. Determine the recyclers' prices and services. Learn about restrictions on contaminants and establish an acceptable schedule for pick-up. Seek outside technical assistance from consultants, waste haulers, local and state government and local recycling businesses to help you with terminology, pricing and markets.

Step 4. Design the Recycling Program:

In cooperation with facilities personnel, management and employees, design the recycling program. As part of this step, the coordinator should target specific paper grades for recycling, identify the types of containers needed and identify the program's personnel requirements. The coordinator should also be prepared to "sell" the program.

Most office paper recycling systems follow a three-part process:

• Employees put paper into recycling containers. These recycling containers may be at employee desks and/or in more centralized locations.
  
• Custodial personnel transport paper from recycling containers to recycling dumpsters at the building's loading dock or waste area.
  
• A designated hauler empties the recycling dumpsters and hauls the paper to a recycling facility.
  

Other office paper recycling tips include:

• Containers should be well marked and labelled clearly with recycling do's and don'ts. This provides a continual prompt for employees to recycle.
  
• Individual employees should separate their own paper from waste, rather than relying on custodial staff.
  
• Consider compacting or baling paper on-site. A cubic yard of "stacked" office paper is equivalent to approximately 300 pounds.
  
• Store recovered paper in a dry location.

Step 5 Implement the Program:

Keys to successful program implementation are acceptance, education and promotion. There are a number of ways to encourage and maintain participation.

• Send a "kickoff" memo, signed by top management, to all employees. The memo should explain the program's operating procedures and indicate that program success depends upon full cooperation of all employees.
  
• Hold meetings with middle and lower management, and all relevant employees, to explain program objectives and operating procedures. Resolve any questions about the program and explain how recycling will benefit the company and its staff. Provide literature explaining the need for resource conservation, reduction of waste generation and an end to throw-away habits. Solicit employee volunteers to help watch for contamination in recycling bins.
  
• Place posters throughout the office facility explaining operating procedures for recycling. Include the name and telephone number of the recycling coordinator so that questions can be easily answered.
  
• Prepare an article on the recycling program for the office or company newsletter.

Step 6 Monitor the Program:

The coordinator should observe operating procedures, watching for undesired contaminants in recycled paper collection containers. Educate new employees on a continuing basis. As the recycling practices become ingrained in most employees, the program will proceed smoothly.

Step 7 Follow-up:

The recycling coordinator should start gathering quantity data when the first pick-up of recycled paper is made. Maintain a log of pounds of recycled materials shipped from the facility and monies received for materials. Publicize this information on bulletin boards and/or in the office or company newsletter so that both management and employees will know how the program is progressing.

Publicity on paper recycling should include information on how monies received from paper recycling are being used (e.g. for recreational and educational programs). It is important that employees know what direct benefits are received from recycling.

Use Recycled Paper

The collection of office paper is only part of the recycling loop. Paper collected for recycling must be manufactured into marketable products to complete the loop. For most office application, recycled paper can be directly substituted for paper made with "virgin" fibers. By purchasing and using recycled paper, your business can help to complete the recycle loop.

If every business used recycled paper, both demand and price for office paper collected for recycling would increase. In return, the cost of purchasing recycled paper will decrease. State of Michigan offices are required to use at least 50 percent recycled paper by 1991. Federal government and offices in other states also use recycled office paper. Wide participation by the private sector, however, is needed to make a significant impact on our environment.

Developed by:

Resource Recycling Systems, Inc.

Funded by:

The Clean Michigan Fund
Michigan Department of Natural Resources

For more information on the subject of waste reduction for businesses, contact

The Office of Waste Reduction Services
P.O. Box 30004
Lansing, MI 48909
(517) 335-1178