The BPA print shop performs a number of services and operates printers of various sizes and functions to help the agency reduce paper use and costs by printing more efficiently. Pictured here, Dalontae Smith comb binds a booklet while behind him are colorful paper stocks and the shop’s Canon C850 printers.

Since 2011, the agency has reduced paper consumption by 53% and used an average of 8.5 million less paper sheets annually. Considering a standard ream of copy paper has 500 paper sheets in it, this translates to 17,000 less reams used per year. To reach these numbers, the agency practices an array of paper reduction strategies. For instance, Workplace Services, which includes Mail and Media Services and the print shop, helps implement large-scale paper reduction practices in its operation of the agency’s office supplies distribution and reuse programs.

This includes changing how we print. Often working in tandem with Information Technology, Workplace Services has applied simple yet effective modifications to multi-function devices, better recognized as standard office printers, including automatically defaulting them to double-sided printing and deleting requested jobs that sit for too long in the printing queue.

Another strategy to reduce paper use is considering psychology to mindfully manage supply and reduce consumption. Business Specialist Noah Carlson, who oversees the distribution of office supplies across the agency’s service territory, describes his team’s approach as “managed stock.”

“When there’s always paper and other supplies on hand, individuals generally take only what’s needed,” said Carlson. “It’s when there’s fear of shortage that demand begins to outpace supply, and there’s a tendency to hoard. So, in our case, we combat over-consumption by actively managing supply and having enough on hand at any given time.”

In general, reduced paper consumption leads to a reduced need for office supplies, meaning less need for folders, paperclips, staples, binders, file cabinets and more.

“Every small step we take to reduce our paper usage results in a similar decrease in need for and consumption of all other supplies downstream,” said Carlson. “Every page we save has a greater impact to our eventual waste stream than meets the eye.”

Under Mail and Media Services, the print shop takes an active approach to reducing paper by changing the culture around larger printing efforts. Agency policy requires large print jobs of 100 sheets or more go through the print shop, which implements a check-in process to ensure printing requests align with BPA’s mission. And, since the shop keeps track of past requests, the team can verify how many copies of repetitively produced products are needed and can work with clients to minimize overproduction.

Since 2017, BPA’s print shop has collaborated with the IT Service Desk to send notices to anyone that prints over 100 sheets at once in a given month.

“This campaign advertises the availability of the print shop for larger print jobs while also reminding people that there is a policy in place to use the print shop for 100-sheets and over print jobs,” said Trent Keffer, Mail and Media Services manager. “This notice also reminded people to consider if they really need an item in print. As a result, from FY 2017 to FY 2019, we saw a reduced use in multi-function devices of 19.7% for over 1.6 million less pages printed.”

The Safety Office has also coordinated with the print shop and Employee Comns and Graphics to produce 2,000 less copies of the FY 2020 Accident Prevention Manual than in years past. They also developed a user-friendly digital version of the manual. A reduced distribution list reserves hardcopies for those who need it most, like field personnel and system dispatchers.  In comparison to the past distribution of the manual, the updated formatting, the significant reduction of hardcopies and availability of a PDF version resulted in a 57% drop in paper used and saved the agency $15,325.

Over the years, the agency has drastically changed its culture around paper and printing. These changes include large-scale decision-making to reduce print runs and embracing digital formats, as well as implementing smaller, under-the-radar actions that subtly reduce individual demand for paper products. Altogether, these changes add up to save time, reduce costs, minimize environmental impact and help BPA operate sustainably.