apply to sales, and any other pertinent
regulations. Thus, most Federal agencies
should use the GSA services where
possible to establish and maintain a
specific contract for waste paper sales.

The first step to establishing a sales
contract is to solicit more detailed
information from local buyers and brokers.
This information includes the following:

e Pricing mechanism (i.e., flat fee,
floating price or periodic adjustment
of price) and term of contracts
awarded (e.g., one year).

Conservative unit price or minimum
price expected over the next year
for the high-grade paper that will be

separated (e.g., white ledger,
computer printout, etc.).
e References of current sales

contracts with facilities to assess
the reliability and flexibility of the
dealer, particularly with regard to
contaminated loads.

e Letter of Intent to Bid.
itation for Bi

The major elements of Invitation for Bids
(IFB) are:

e Description and grade of waste

Paper to be sold with allowable
contaminant loadings.

Estimated generation rates.
Location(s) of paper pickups.

Minimum pickup quantities and
method of scheduling pickups.

Containers and equipment pro-
vided by the contractor.

14

Confidential document destruction
procedures, if applicable.

Performance penalties.

Pricing mechanism and term of
contract.

Waste paper grades may be defined as in
Paper Stock Standards and Practices
PS-88 (Appendix D) which is an industry
standard or they may be set by individual
dealers based upon the businesses to
which they sell the waste paper (e.g.,
tissue mill, etc.). Exhibit 9 is an example
of the 1989 GSA sales contract for the
Washington, D.C. area and specifies a
high, medium, low grade classification.
These grades allow for the contractor to
purchase paper containing certain levels
of contaminants at a lower price. Note
that this classification was defined by GSA
on this one contract to facilitate collection
and grading of the material. It is not an
industry standard.

Development of Contract

The estimated recovery rate for each
grade segregated should be specified in
the IFB so the contractor can estimate
overall quantities and associated prices to
be paid under the contract.

The location of the paper pickup(s)
including loading docks or one or more
buildings must be specified in the IFB
along with the option for the bidders to
inspect the area(s) prior to submitting their
bids.

The method of handling confidential or
classified materials must be specified in
the IFB. These materials must be
shredded, macerated, pulped or burned


individual Federal agencies to control
these proceeds from recycling programs.)
A few civilian agencies may be exempt
from this requirement due to the way in
which their funds have been apporpriated.
Program coordinators in Federal agencies
should contact their general counsel and
GSA to ensure that revenues are returned
to the proper entity.

Proceeds from the sale of recyclables at
the military department or department of
defense are used for operational costs of
the program. The balance exceeding
Operation and maintenance of the
program is split evenly. Fifty percent goes
towards energy conservation programs
and occupational health and safety
activities. The remaining proceeds are
credited to a military welfare and morale
account at the installation. Amounts in
excess of $2,000,000 per fiscal year are
deposited in the Treasury. (U.S. Code
Military Construction codification Act, Oct.
1, 1982, Title 10, Section 2577).

C f . R .
Program

The costs for implementing a recycling
Program vary among programs and with
time. Initially, a high-grade waste paper
recycling program is likely to increase
both administrative and custodial (or
collection) labor, and costs for publicity,
educational materials, containers,
equipment, and perhaps, storage space.
The largest administrative costs typically
entail start-up costs that occur over the
first several months. Once the program is
in place and fine-tuned, then the
administrative costs should decline and be
limited to trouble-shooting the program on
an as-needed basis.

Other costs required to initiate a program
depend on the type of facility (size,
complexity, and outlay) as well as the
support and cooperation from manage-
ment, employees, and _ out-of-house
contractors (i.e., custodial services and

TABLE 2
MILL PRICES FOR HIGH-GRADE WASTE PAPER
(May 1989)
PRICES (per ton)
Sorted Computer

Region White Ledger Printout
East $55-60 $200-210
Mid-West $65-75 $205-215
South $55-65 $200-210
West $70-80 $300-310

Source: Official Board Markets, 65 (19), May 13, 1989.

37


tainers or missed collections of central
containers. The program coordinator will
need to work closely with the collection
staff to resolve any collection problems. It
may be necessary to adjust collection
frequencies, container locations, and
collection routes. These and other
trouble-shooting adjustments should be
identified and resolved quickly by the
coordinator. On an ongoing basis, the
program coordinator should communicate
specific problems or changes to the
collection staff.

Program monitors should ensure that
central container locations are kept neat
and orderly and that central containers are

The poster above serves as a constant reminder for employees
to recycle, lists the types of wastes to be placed in each
receptacle, and clearly identifies which basket receives each
type of waste.

EXHIBIT 28

Educate new employees about the recycling program during
their orientation. A coffee mug with the program's logo will
welcome them into the program.

emptied regularly. In addition, monitors
can screen containers for excess
contaminants and answer employee
questions. Monitors also may be
instructed to routinely screen waste-
baskets for the presence of recyclable
paper and distribute reminders to those
employees not participating in the
program. A list of the program monitors
will need to be updated as personnel
changes occur and periodic training
scheduled for newly appointed monitors.

The telephone number of the program
coordinator and monitor should be listed
in the office directory and distributed to
employees. Employees should be
encouraged to call to report overflows,
ask questions, or request special
assistance when they anticipate
generating large amounts of paper. Extra
containers can be made available for
office clean-ups and other non-routine
activities.

Open communication between the
program coordinator and the waste paper
dealer is another key element of program

33


TABLE 4

WORKSHEET FOR COMPARISON OF SOLID WASTE
DISPOSAL COSTS WITH AND WITHOUT RECYCLING

ANNUAL
PRESENT DISPOSAL COSTS:
Disposal $
Equipment + §.
Custodial Labor + §.
Revenue From Any Current
Recycling Program - §$
TOTAL $.
DISPOSAL COSTS AFTER IMPLEMENTATION:
Disposal Costs for Reduced
Waste Volume! $
Labor - Administrative +$
Custodial + §
Equipment -
Desk-top Containers +$
Central Containers + §.
Storage, etc. +$
Publicity/Educational Information
Posters +$
Labels +$
Brochures/Memos + §
SUBTOTAL $.
Waste Paper Sales Revenues” - §$
Net Recycling Disposal Costs $.
SAVINGS:
Present Disposal Net Recycling Net Savings (Costs)
Costs Total Disposal Costs

Determine the reduced waste volumes resulting from recycling and contact your waste disposal company to determine
reduced costs.

Contact waste paper dealers or consult market listings for the current value of your waste paper with or without pickup.

42



paper can be stored in desk-top
containers for extended periods of
time before quantities must be
emptied.

e Contaminants such as apple cores
and soda bottles cannot be placed
in most containers. Colored paper
is easily spotted if it is inadvertently
included.

e Each employee "volunteers" the
minimal labor of transferring the
accumulated paper from his or her
desk-top container to the central
collection container. This reduces

waste and recycling collection
costs.
This manual outlines procedures for

implementing various types of high-grade
paper source separation programs. Other
methods are feasible and may be
preferred, depending on office layouts,
employee preferences, available space to
and

conduct collection, cost con-

EXHIBIT 6

The cardboard file folder pictured here is for desk waste. Easy
to use and clearly marked with the program's logo and phone
number, it’s highly visible and gets everyone personally
involved. The box has a wide enough base to stay upright
when placed on the floor to reduce employee desk clutter.

siderations. However, this manual
emphasizes the use of the desk-top
recovery method as a good approach to
avoid excessive contamination of the
recyclables and to maintain high
Participation rates of the office building
employees.

The remainder of this manual is organized
into three sections:

e The first section addresses
administrative requirements during
program planning and im-

plementation. It includes designat-
ion of a program coordinator,
considerations for a feasibility
study, establishment of sales
contracts, development of collec-
tion and storage systems, em-
ployee publicity and education
campaigns, and program mainte-
nance.

e The second section discusses the
economics of recovery programs.
It is useful to assess the economics
of an office paper recovery
program prior to program planning
and initiation. This section ad-
dresses how to assess the reduced
disposal costs (due to the reduced
volume of the waste stream), the
quantity and value of the recovered
paper, and the costs associated
with establishing and operating a
successful program.

e The final section of this manual
describes a high-grade waste
paper recovery program for the
EPA headquarters in Washington,
D.C. The case study traces the
development of EPA’s recovery
program from the initiation of the
"Use it Again, Sam" program in


$-621
161:1181

ENVIRONMENTAL PROTECTION AGENCY GUIDELINES
FOR SOURCE SEPARATION FOR MATERIALS RECOVERY

(40 CFR 246; 41 FR 16950, April 23, 1976; Effective May 24, 1976; Amended by
47 FR 36602, August 20, 1982)

Title 40-—Protection of Environment
CHAPTER I—ENVIRONMENTAL
PROTECTION AGENCY
PART 246—SOURCE SEPARATION FOR
MATERIALS RECOVERY GUIDELINES
‘Subpart A—General Provisions

Sec.
246.100 Scope:
246.101 Definitions.

‘Subpart B—Requirements and Recommended
Procedures:

246.200 High-grade paper recovery.

246.200-1 Requirements.

246.200-2 Recommended procedures: high-
grade paper recovery from
smaller offices.

246200-3 Recommended procedures: mar-
ket study.

246.200-4 Recommended procedures: lev-
els of separation.

246.200-5 Recommended procedures:
methods of separation and
collection.

246.200-6 Recommended procedures: stor-
age.

246 200-7 Recommended procedures:
transportation.

246.200-8 Recommended procedures: cost
analysis.

246,200-9 Recommended procedures: con-
tracts.

246.200-10 Recommended procedures: pub-
Uc information and education.

246.201 Residential materials recovery.

246.201-1 Requirement.

7A6.201-2. Recommended procedures:
newsprint recovery from
smaller residential facilities.

246.201-3 Recommended procedures: glass,
cans, and mixed paper sepe-
ration.

246,201-4 Recommended procedures: mar-
ket study.

246.201-5 Recommended procedures:
methods of seperation and
collection.

246.201-6 Recommended procedures:
transportation to market.

246.201-7 Recommended procedures: cost
analysis.

246,201-8 Recommended procedures: con-
tracts.

246.201-9 Recommended procedures: pub-
lic information and education.

246.202 Corrugated container recovery.

246.202-1 Requirement.

246.202-2 Recommended procedures: cor-
rugated container recovery
from smaller commercial fa-
cilities.

246.202-3 Recommended procedures: mar-
ket study.

246.202-4 Recommended procedures:
methods of separation and
storage.

246.202-5 Recommended procedures:
transportation.

246.202-6 Recommended procedures: cost
analysis.

9-17-82

246.202-7 Recommended procedures: es-
tablishment of purchase con-
tract.

246.203 Reevaluation.

246.203-1 Requirement.

APPENDIN—RECOMMENDED BIBLIOGRAPHY

Authority: Secs. 1008 and 6004 of the Solid
Waste Disposal Act, as amended by the
Resource Conservation and Recovery Act of
1976, as amended (42 U.S.C. 6907, 6964}.

(Authority citation revised by 47 FR
36602, August 20, 1982)

‘Subpart A—General Provisions
§ 246.100 Scope.

(a) These guidelines are applicable to
the source separation of residential, com-
mercial, and institutional solid wastes.
Explicitly excluded are mining, agricul-
tural, and industrial solid wastes; haz-
ardous wastes; sludges: construction and
demolition wastes; infectious wastes;
classified waste,

(b) The “Requirement” sections con-
tained herein delineate minimum actions
for Federal agencies for the recovery of
resources from solid waste through
source separation. Pursuant to Section
211 of the Solid Waste Disposal Act, as
amended, and Executive Order 11752
Section 4(a), the “Requirement” sec-
tions of these guidelines are mandatory
for all Federal agencies that generate
solid waste. In addition, they are recom-
mended to State. interstate, regional.
and local governments for use in their
activities.

(c) The “Recommended Procedures”
sections are presented to suggest actions
or preferred methods by which the ob-
Jectives of the requirements can be real-
ized. The “Recommended Procedures”
are not mandatory for Federal agencies.

(d) The Environmental Protection
Agency will render technical assistance
in the form of sample cost analysis for-
mats, sample bid specifications, imple-
mentation guidance documents and
other guidance to Federal agencies when
Tequested to do so, pursuant to Section
3(d)1 of Executive Order 11752.

(e) Within one year after the effec-
tive date of these guidelines, agencies
shall make a final determination as to
what actions shall be taken to adopt the
requirements of these guidelines and
shall, within two months of such deter-
mination, submit to the Administrator a
schedule of such actions.

Published by THE BUREAU OF NATIONAL AFFAIRS, INC., WASHINGTON, D.C. 20037

(f) Federal agencies that make the de-
termination not to source separate as de-
scribed in §§ 246.200-1, 246.201-1, and
246.202-1, for whatever reason, shall
make available to the Administrator the
analysis and rationale used in making
that determination. The Administrator
shall publish notice of the availability
of this report to the general public ir
the Frorrat Recister. The following are
considered to be valid reasons for not
source separating under individual facts
and circumstances: inability to sell the
recovered materials-due to lack of mar-
ket, and costs so unreasonably high as tc
render source seraration for materials
recovery economically impracticable.

() The following points are to be cov-
ered in the report:

( A description of alternative actions
considered with emphasis on those alter-
natives which involve source separation
for materials recovery.

dD A description of ongoing antics
which wil be continued and new actions
taken or proposed. This statement should
identify all agency facilities which will be
affected by these actions including a brief
description of how such facilities will be
affected.

il) An analysis in support of the ac-
tion chosen by the agency including tech-
nical data, market studies, and policy
considerations used in arriving at such
@ determination.

In covering the points abuve, agencies
should make every effort to present in-
formation succinctly in a form easily un-
derstood, but in sufficient detail so that
the factors Influencing the decision not
to source separate for materials recovery
are clear.

(2) ‘kne above report sha!l be sub-
mitted to the Administrator as soon as
possible after a final agency determina-
tion has been made not to adopt the re-~
quirements of these guidelines, but in no
case later than sixty days after such final
determination. The Administrator will
indicate to the agency his concurrence,
monconcurrence with the agency's deci-
sion, including his reason therefor.

(3) Implementation of actions that
would preclude source separation for ma-
terials recovery shall be deferred, for
sixty days where feasible, in order to
give the Administrator an opportunit:
to receive, analyze and seek clcrification
of the above required report.

(See. 246.100(#1(3)]
195


OTHER SOURCES OF RECYCLING INFORMATION
OFFICE PAPER RECYCLING:

Final Report, EPA Office of Solid Waste, May 1977

(NTIS #PB264 214/LP).

al, EPA Office of Solid Waste, 1977 (SW-571C)..

Office Paper Recycling, Metro Service District, Portland, OR, 1987.

, Community Environmental Council, inc.,
Santa Barbara, CA, 1987.

"How to Recycle Waste Paper," American Paper Institute, Paper Recycling Committee, New York, NY.

es Report, Council on the Environment of New York City,

Your Office Paper Recycling Guide, The San Francisco Recycling Program, San Francisco, CA.

EPA’S MUNICIPAL SOLID WASTE AND RECYCLING PROGRAM:

i jon, EPA Office of Solid Waste, February 1989
(EPA/530-SW-019).

EPA RCRA/Supertund Hotline - 1 (800) 424-9346 or (202) 382-3000
RECYCLING OTHER MATERIALS IN THE OFFICE:

olid W

mental Management, PI

ans, OSCAR, Rhode Island

ide for Preparing
Department of Envirot

it , New Jersey Department of Environmental Protection, Office of
Recycling, Trenton, NJ.

OTHER MUNICIPAL WASTE AND RECYCLING PUBLICATIONS:

pn ‘ipa
(EPA/530-SW-89-055).

s, EPA Office of Solid Waste, August 1989

PURCHASING RECYCLED MATERIALS:
“Building Markets for Recyclables - The Federal Paper Guideline," Waste Age, October 1988.
“Buying Recycled Paper: A Primer," Waste Age, July 1989.

EPA Procurement Hotline - (703) 941-4452 (for information and copies of all EPA Procurement guidelines,
including paper, retread tires, rerefined lubricating oils, and building insulation products). 9


SOURCE SEPARATION GUIDELINES

S-621
161:1185

include the buyer’s quality specifications,
transportation agreements, a guarantee
that the material will be accepted for
one year or more and a guaranteed mini-

mum purchase price.
§ 246.203 Reevaluation.

§ 246.203-1 Requirement. [Removed]

[246.203-1 removed by 47 FR 36603. Au-
gust 20, 1982]

AppENDIX—RECOMMENDED BIBLIOGRAPHY

Belknap, M. Paper recycling: a business per-
spective. Subcommittee on Solid Waste,
New York Chamber of Commerce Publica-
tion, September 1972.

Dane, 8. The national buyer's guide to re-
cycled paper. Environmental Educators,
Tne, Publication, Washington, 1973, 208 p.

Davis, R. H., and P. Hansen. A uew lonk at
‘the economies of separate refure collection.

9-17-82

SOS Engineers, Inc report. Long Beach.
Califorzis, April 1974. 22 p.

Hansen, P. Residential paper recovery—t
municipal implementation guide. Environ-
mental Protection Publication SW-155.
Washington. U.8 Government Printing
Office. 1975. 26 p.

Hansen. P. Solid waste recycling prcjects—a
national directory. Environmental Protec:
tion Publication SW-45. Washington, US.
Goverment Printing OfMice. 1973. 284 p.

Lingle. 8. A. Paper recycling in the United
States. Washington, U.S. Environmental
Protecticn Publication, Avgust 1974. 22 p.

Lingle, 3. A. Separating paper at the waste
source for recycling. Environmental Protzc-
ton Publication SW-128. Washington. U.S.
Government Printing Office. 1974, 16 p.

Omce of Solid Waste Management Programs.
Third report to Congress; resource re-
covery and waste reduction. Environmen-
tal Protection Publication SW-161. Wash-
ington. US. Government Printing Office,
1275. 96 p

Paper Stock C
paper rerycline

an. Publication.
lap

:rvation Committee. Waste-
Amortcan Paper Institute
New York, New York.

Published by THE BUREAU OF NATIONAL AFFAIRS, INC., WASHINGTON, D.C. 20037

SCS Engineers. Inc. Analysis of source sep-
arate collection of recyclable solid waste
collection center studies. Environmental
Protection Publication SW-95c.2. U.S. En-
vironmental Protection Agency. 1974. 70 p.
(Distributed by National Technical In-
formation Service. Springfield, Virginia, as
PB-239 776.)

SCS Engineers. Inc. Analysis of source sepa-
rate collection of recyclable solid waste:
office buildings. U.S. Environmentel Pro-
tection Agency. 1976. (To be distributed
by National Technical Information Service,
Springfleld, Virginia.)

SCS Engineers. Inc. Analysis of source sep-
arate collection of recyclable solid waste:
Separate collection studies. Environmental
Protection Publication SW-95c.1. U.S. En-
vironmental Protection Agency, 1974. 157
p. (Distributed by National Technical In-
formation Service. Springfield, Virginia, as
PB-239 775.)

Smith. F. L. An analysis of wastepaper ex-
ports. Washington, U.S. Environmental
Protection Publication SW-132, 1974, 17 p.

[Appendix]
199




e Placing signs over copiers urging
two-sided copying.

In conjunction with these activities at EPA,
GSA revised their high-grade waste paper
pickup contracts in 1988 and 1989. The
standard contract was changed to reflect
a price consistent with the market value of
the paper. The price-per-ton for
high-grade waste paper (white ledger and
computer paper) was increased from $30
under the 1988 contract to $80 under the
1989 contract.

Planned activities discussed during the
Work Group meetings include the
following:

e Replacing the secondary con-
tainers with a smaller size (i.e., 1.5’
by 1.0’ by 0.75’).

e Conducting another waste stream
analysis in 1989 to monitor the
program’s success.

e Increasing efforts for procurement
of recycled paper products

EPA’s WHITE PAPER
RECYCLING
PROGRAM
RECYCLE ALL CURRENTLY NOT
RECYCLABLE
White letterhead paper Newspapers
White photocopier Colored paper
paper Paper wrapping from
White computer paper photocopier paper
White bond paper Adhesive labels
Glossy and coated
(Staples need not be papers
removed. Paperciips Cardboard?
and binder dips must Carbon paper?
be removed before, Envelopes?
recycling.) Binders and Folders?
Glued paper
Thin recycled paper

2 Although the EPA paper recycling program does
not currenty (July 1989) include these items, you
are encouraged to reuse these items as much as
possible,

Please note that glass jars and bottles,
trom home and work, can be dropped off
for recycling at the Igloo containers located

in the West Tower parking lot, M Street
side.

NAME TELEPHONE

Printed on Recycled Paper

RECYCLING
REMINDER

Observations around this area revealed
high-grade white paper in the trash can.
The Agency is now striving to recycle all
of its high-grade white paper.’ Recycling
saves energy, conserves natural resources,
extends the life of landfills and reduces air
and water pollution.

Please help promote EPA’s commitment
to recycling by putting all waste high-grade
white paper (listed on reverse) in a
designated box for recycling. If your office
does not have a recycling box, or needs
additional recycling boxes, these can be
obtained at no charge from the EPA
Supply Store. ff your recycling box is full,
please call 382-2140 for pickup. For more
information on EPA's recycling efforts, you
may call the individual listed on the reverse
side who is a volunteer on the Agency's
Recycling Workgroup. Thank you for your
cooperation.

* Even though EPA Headquarters recycled approximately 253
tons of white paper in 1968, a waste stream analysis
estimaies that we stil threw out 260 tons of recyclable white

” _@&y

bait

The above messages are printed each on one side of a card and hung on the doorknob of an employee's
Office if it appears they have been discarding recyclable material in the trash.

48


organization performing the recycling.
Negotiations between the organization
and the landlord regarding changes in the
lease agreement must be undertaken to
establish whether savings from reduced
disposal costs may be accounted and
credited towards the organization’s costs
for establishing the recycling program.

DEVELOPING AND IMPLEMENTING THE
COLLECTION AND STORAGE SYSTEM

Because it gets people involved and
minimizes contamination, the desk-top
system is emphasized in this manual. The
desk-top system requires that employees
accumulate paper at their desks and
deposit it in central containers at their
convenience. The paper is then collected
from central containers and consolidated
in the main storage area by custodial or
general service labor groups within the
facility. A simple and reliable system must
be developed for collecting and storing
the recovered paper. Key components in
developing and implementing the
collection and storage system include:

e Selecting and distributing easily
identifiable desk-top or desk-side
containers (including the program’s
logo and/or motto and instructions
for use, as illustrated in Exhibit 11).

container
and

Determining central
locations and __ selecting
distributing central containers.

Acquiring and routing collection
personnel.

Considering necessary equipment
(storage containers, collection
equipment, shredders, etc.).

Acquiring storage space.

EXHIBIT 11.

It is important to show the logo for recycling directly on the
desktop container. Acceptable materials are printed on one side,
unacceptable (contaminants) on the opposite side.

e Determining methods of collecting
and storing confidential wastes.

Selecti Distributing Desk:
Containers

Get everybody participating in the
program through the distribution of
individual containers. A variety of
desk-top containers are available
commercially through office suppliers and
recycling vendors. Sources for locating
recycling equipment vendors include
magazines and publications such as
Recycling Today, and the American
Recycling _ Market __Annual___Direc-
tory/Reference Manual, to name a few.
Desk-top containers may be available
from the waste paper contractor. If, the
contractor is changed, however, there is
the chance that the facility will be left
without equipment (unless it is then
purchased from the contractor directly).
GSA can supply containers (cardboard

18


waste disposal services). Many of these
cost components are listed in Table 3,
along with estimates of requirements for
program start-up and operation.

As an_ example, custodial labor
requirements often can be met through an
existing custodial service contract. Many
Federal agencies have existing clauses in
their contracts that require waste paper
pickups. Alternatively, the existing
custodial service contract may require
revision. Estimated labor requirements for
custodial services are given in Exhibit 29.

Purchases or capital outlays needed
include containers for separating and
collecting (and sometimes storing) the
waste paper, and educational and
publicity materials. Containers for the
separation and collection of waste paper
will need to be purchased commercially,
entailing desk-top containers (at least one
per employee) and central collection
containers (about one per 20 employees).
These containers can be obtained from
office supply or custodial supply
companies. The recycling contractor may
also be able to supply central collection
containers. Alternatively, some agencies
design specific desk-top and central
containers and request that manufacturers
supply these units through a_ bidding
process. Table 3 presents a range of
estimated costs for desk-top and central
containers obtained from all these
sources.

Storage containers, depending on size
desired or needed, range anywhere from
under $500 for a 4 cu. yd. front loader to
more than $3,000 for a 30 cu. yd. roll-off
container. Because containers for storing

38

waste paper at a loading dock typically
are provided by waste paper dealers, they
were not included in the expenditure table.

Additional collection equipment may be
needed, depending on the facility's
requirements. Some waste paper dealers
provide wheeled central _— storage
containers to ease inter-facility transport to
secondary containers, thereby reducing
paper handling labor by eliminating
transfers at the central storage area.
Compactors or paper balers may need to
be purchased or leased to reduce paper
volumes if there is little available storage
space to be acquired. Associated
equipment might include pallets, forklifts,
and roll-off containers, depending on the
size of the program.

Storage space for containers may already
be available at the loading dock, or
additional space may need to be leased
(or purchased) from the landlord or
owner. Additional space requirements
can be minimized by arranging for more
frequent pickups by the recycling
contractor.

Costs for educational and publicity
materials (such as posters and labels for
the containers) and memos or brochures
to inform employees about the program
can be minimized by in-house production
of the items. Once a program is
implemented, further use of low-cost
newsletters or other news bulletins should
be made to reduce publicity costs. The
posters can be reissued every couple of
years to revitalize interest in the program.
Estimated costs for educational and
publicity materials are given in Table 3.


TABLE OF CONTENTS

Page
INTRODUCTION. wee

CONSIDERING OFFICE PAPER RECOVERY.

10

PLANNING, IMPLEMENTATION, AND OPERATION ................e:sccsssseeessseessssees

DESIGNATING A PROGRAM COORDINATOR..........-+-ss0++ se 10

FEASIBILITY STUDY ..... we 12

MARKET ANALYSIS ...... 13

ESTABLISHING WASTE PAPER SALES CONTRACTS .........:::ssssssccssssseesneessnnnees we 1B

RENEGOTIATING DISPOSAL SERVICE CONTRACTS .........:-s-ssseee 17

DEVELOPING AND IMPLEMENTING THE COLLECTION
AND STORAGE SYSTEM...

EMPLOYEE PUBLICITY AND EDUCATION ..........-csssssscsssesseeneeessnnsees:

CONTINUING PROGRAM OPERATION.........

PROJECTING THE ECONOMICS OF PAPER RECOVERV........

COST FACTORS IN PAPER RECOVERY.......

COMPARISON OF SOLID WASTE DISPOSAL COSTS WITH
AND WITHOUT RECYCLING...

ARRIVING AT SUCCESS AND BEYOND TO THE FUTURE PROGRAN....................

CASE STUDY: EPA HEADQUARTERS, WASHINGTON, D.C ........---sseseseeeeeeeeteeeeee

APPENDIX A: ENVIRONMENTAL PROTECTION AGENCY
GUIDELINES FOR SOURCE SEPARATION
AND MATERIALS RECOVERY

APPENDIX B: FEDERAL SUPPLY SERVICE BUREAU - GSA REGIONS
APPENDIX C: WASTE COMPOSITION SAMPLING PROCEDURE

APPENDIX D: PAPER GRADE DEFINITIONS


and should be updated from time to time
to reinforce participation in the program.

In-house or company newsletters,
newspaper articles, brochures, memos,
and notices also serve as_ constant
reminders of program operation. They are
effective tools in the initial and continuing
education of employees. These
communications convey changes __ in
procedures or program pro-
gress/performance.

It may be desirable to publicize the paper
recovery program in the local newspaper
and/or the organization’s newsletter.
Such a measure improves public relations
and boosts employee morale and support

EXHIBIT 25

To announce the education sessions that kick-off the recycling
program, posters are placed throughout the office so that
employees are notified.

31

of the program. Paper recycling can be a
visible demonstration of the office "good
neighbor policy". Unlike the Federal
government, private businesses may be
able to donate proceeds to local
community groups or charities. Such
efforts are well worth publicizing to the
community and other interested parties.

Memos, newsletters, and brochures can
be produced in-house or by outside
services which specialize in production of
posters, slide shows, or videos. Some
publicity materials may be available
through Federal, municipal, or private
organizations. Both GSA and EPA are
developing outreach materials to assist
agencies in educating employees on
recycling. If the recycling program is
mandated through local or state
legislation, then check with the overseeing
agency regarding assistance to conduct
the employee education campaign.
Alternatively, check with local waste paper
dealers or recycling consultants for
available materials and program start-up
services. In other words, use all the
resources available to keep up the
momentum and enthusiasm that has been
established in the program.

Ongoing Publicity and Education

The publicity and education campaigns
should be continuous. There must be
immediate and sustained reinforcement of
the changing habits required for recycling.
It must be clear that the program is
permanent and that it will work only
through the cooperation of all participants.

Ongoing publicity materials should
highlight program accomplishments,
contamination problems, program


Grade 1:

Grade 2:

Grade 3:

Computer printout, white ledger, hard white shavings, and manila
tabulating cards or any combination thereof.
No more than 1% total outthrows or prohibitive materials by weight.

Miscellaneous ledger and contaminated Grade 1 paper or any
combination thereof.

No less than 1% and no more than 3% total outthrows or
prohibitive materials by weight.

Various grades of paper, including carbon interleaf, file stock, wet
strength, corrugated containers, heavy books, and contaminated
Grade 2 paper or any combination thereof.

No less than 3% and no more than 10% total outthrows or
prohibitive materials by weight.

Acceptable contaminants include paper clips, staples, and soluble glues (.e., bond envelope glue).

Unacceptable contaminants include pressure-sensitive labels and tapes, plastic window envelopes,
rubberbands, brown/golden kraft envelopes, binders (i.e., pressboard, plastic, and cloth covered),
paper fasteners, binder clips, plastic materials, and carbon paper.

Prohibitive materials: a) Any materials which by their presence in a packing of paper stock, in
excess of the amount allowed, will make the packing unusable as the grade specified. b) Any
materials that may be damaging to equipment.

Qutthrows: Outthrows shall be understood to be all papers that are so manufactured or treated

or are in such form as to be unsuitable for consumption as the grade specified.

EXHIBIT 9
1989 GSA Paper Grade Specifications for Washington, D.C.

15


and employees who may not have English
as their first language.

Some waste paper dealers will provide
central collection containers. However,
these containers may not work with the
desired program theme or given spatial
constraints. Regardless of how or where
they are arranged, container locations
must be obvious and accessible to the
individual employee.

Acquiring and Routing Collecti
Personnel

Paper deposited by employees into the
central containers must be consolidated
and transferred to the main storage area.
Collection personnel perform this task.
EPA studies have shown that facilities
housing from 100 to 500 employees may
use part-time labor to collect recovered
paper, while larger facilities (over 2,500
employees) will likely have to allocate the
equivalent to eight man-hours a day or a
full-time position to perform this task. The
amount of paper generated by the facility
and the number of collection stations also
must be considered to estimate needed
collection labor.

The recycling coordinator should make
every effort to meet these collection labor
needs with existing staff or contract labor
in order to minimize program costs. Most
programs successfully accomplish recycl-
ing collection activities using the existing
labor force, including custodial staff,
contractors for furniture moving and
facility maintenance, etc. Custodial staff
or other collection labor must be
thoroughly trained and educated about
the recycling program and their tasks

(especially to avoid mixing of recyclable
paper and trash).

Several options may be available for
integrating waste and paper collection
activities. Recycled paper and other
remaining wastes may be collected simul-
taneously, each deposited in separate
bags or bins on a collection cart and
taken to separate storage areas (Exhibit
17). With simultaneous collection, efforts
must be made to ensure that the
recovered paper is kept separate to
prevent contamination. As an alternative,
some offices use a rotating collection
system in which the custodial staff collect
the separated paper and other wastes on
alternate nights. Another method, illus-
trated in Exhibit 18, is to keep recycled
paper collection separate from other
waste collection altogether. In this
situation, one or more members of the

a1

EXHIBIT 14

A large waste basket near a copy machine serves as a
receptacle for waste paper. Larger containers are necessary in
areas with high paper generation rates such as copy areas or
computer printers.


office or agency maintain close oversight
of the weighing and billing procedures in
order to minimize the opportunity for theft
or inaccurate weighings.

Important aspects of a waste paper sales
contract are the pricing mechanism and
the term of the contract. Long-term
contracts are preferable but require more
flexible pricing mechanisms (i.e., floating
prices tied to the market value of the
paper) or a periodic revision of the quoted
price per ton. A guaranteed minimum
floor price should be specified in each
case. One year is considered to be the
minimum term of a waste paper sales
contract. The Washington, D.C. GSA
waste paper contract is reissued for
bidding on a yearly basis and specifies a
flat fee per ton of waste paper for each
grade of paper.

The contract elements discussed above
apply primarily to waste paper contracts
for pickups at loading docks or central
storage areas. Other types of contracts
include “full service" contracts, whereby
the waste paper dealer establishes the
facility's entire recovery program including
employee education and paper collection
and handles all waste paper pickups. The
expenses of these other services would
be deducted from the value of the paper
yielding a lower unit price per ton paid for
the paper. While these contracts seem
attractive, the contractor needs to be
qualified in implementing all aspects of the
program. In addition, the contractor may
often limit his services to paper pickup at
the dock when paper prices drop, leaving
the program undirected.

Office paper recovery consultants,
independent of waste paper dealers, also

17

are available to set up a recovery program
or at least educate the program
coordinator on the mechanics of setting
up a program. These consulting services
often suggest resources for procuring
collection, educational, and publicity
materials and may provide educational
tools such as slide shows, videos,
posters, and other materials. In other
words, the information available is vast
and the many different ways of devising
contracts and methods guarantee finding
a program geared to your needs.

RENEGOTIATING DISPOSAL SERVICE
CONTRACTS

Depending upon the region of the country
where the facility is located, reduced
waste disposal fees may be the most
significant aspect of the cost-effectiveness
of a recovery program. The program
coordinator should investigate this in
conjunction with the office’s contract
services staff. Waste disposal contracts
usually are based upon one of three cost
accounting methods: a flat fee per week,
month or year; a fee per "pull" or emptying
of the waste storage containers (as well as
a fee for renting the containers
themselves), or a fee per ton of waste
hauled. The first two are the most
common in large office buildings. The
waste hauler should be contacted to
negotiate a reduction in hauling fees by
changing the flat fee, the number of
containers serviced, and/or the number of
pulls needed.

In situations where waste disposal costs
may be included in the lease agreement
for office space (a common occurrence
for Federal agencies), no benefit from
avoided disposal costs accrues to the


modifications, and revenues that have
been received from the sale of the paper.
Acontinuing employee education program
can assure increasing participation, while
placing few demands on employees.
Another aspect of ongoing education is
new employee orientation. It is essential
that new employees are well informed
about the program through literature,
handouts, orientation sessions, etc.
(Exhibit 28).

CONTINUING PROGRAM OPERATION

Office paper recovery programs require
continued administration on the part of
building management and the program
coordinator to sustain employee
enthusiasm and cooperation. Ongoing

administrative aspects include:
e Stabilizing and monitoring program
operations.

Providing assistance as needed to
employees.

Coordinating with sales

tractors.

con-

Recordkeeping of

revenues.

costs and

Monitoring
participation.

recovery rates and

Reporting successes and problems
to management and employees.

Program start-up will identify problem
areas, such as in distribution of con-

EXHIBIT 26
Logos and slogans can be reproduced on a multitude of items used every day so that the
program is well publicized and there are constant visual reminders to recycle.,

32


The program coordinator —_ should
designate program monitors to assist
with various portions of the recycling
program such as overseeing the collection
containers, screening for contaminants,
encouraging employees to participate in
the program, and answering questions
from fellow workers. Program monitors
should have a good rapport with the staff
and a thorough understanding of the
Program’s objectives. One monitor per
department or for every 50 to 100
employees is recommended, depending
on organizational structure, office layout,
the receptiveness of the employees, and
other considerations. These leadership
roles are usually assigned by
management as an additional task to
current employees as an honor (and it
should receive periodic recognition).
Typically, their time is not tracked as a
labor charge to the program. (Revenues
from the recovery program can in some
cases be donated to employee fringe
benefits as an incentive.)

FEASIBILITY STUDY

To initiate an office paper recovery
program, a feasibility study should be
conducted for the facility. The feasibility
study generates information and data for
the design of the program; it evaluates the
most practical types of programs to be
implemented; it identifies potential markets
for recycled paper; and in some areas, it
Satisfies the requirements for programs
mandated by state or local governments.

To determine a program’s feasibility and
obtain information for contract negotiation,
the grades of paper to be separated out
(.e., white ledger or computer printout or
mixed white ledger) and the amount of

12

those grades to be segregated must be
identified. These data affect the sizes and
types of collection containers, the price
paid for waste paper (by dictating the
number of pickups based upon the
contractor’s minimum pickup requirement)
and the available storage space at the
loading dock. Larger pickups often
receive a higher unit price for waste
paper.

There are three ways to obtain this
information: assume generation rates
based upon generalized statistics, (e.g.,
0.5 Ibs. white ledger/employee/day);

analysis, whereby representative samples
of the facility's wastes are manually sorted
and weighed by grade description; or
conduct a pilot-scale program, whereby a
portion of the facility's employees
Participate in a recovery program over a
period of several weeks for the grades of
Paper intended for recovery and the
segregated grades of paper are collected
and weighed. The first method of
calculating amounts based on a formula is
a "tried and true" method that is usually
remarkably close to what can be
collected. The waste-stream analysis is
usually time consuming and costly, while
the pilot-scale program requires good
organization. The latter two methods can
help produce an accurate breakdown of
different paper grades which is beneficial
to evaluating the economics of the
program.

Other suggestions for program feasibility
studies include using a _ phased-in
approach for recovery of high-grade
paper (e€.g., first in computer or copy
rooms rather than in employee’s offices)
to identify the paper load in central


GSA,

Supply Distribution Facility (SFBP-S)
230 South Dearborn Street, 34th Floor
Chicago, IL 60604

COM - (312) 353-6061

FTS - 353-6060

GSA,

Supply Distribution Facility (6FBP-S)
9001 State Line Road No. 308
Kansas City, MO 64114

COM - (816) 523-6955 or 7002

FTS - NONE

GSA,

Supply Distribution Facility (7FPB-S)
819 Taylor Street

Fort Worth, TX 76102

COM - (817) 334-2351

FTS - 334-2351

GSA

Supply Distribution Facility (8FPB-S)
Building 41, Denver Federal Center
Denver, CO 80225

COM - (303) 236-7705

FTS - 776-7705

GSA,

Supply Distribution Facility (9FPB-S)
525 Market Street, 32nd Floor

San Francisco, CA 94105

COM - (415) 974-9189

FTS - 454-9189

GSA,

Supply Distribution Facility (10FPB-S)
GSA Center

Auburn, WA 98002

COM - (206) 931-7562

FTS - 396-7572

REGION 5

Illinois, Indiana, Michigan
Minnesota, Ohio, and Wisconsin

REGION 6

lowa, Kansas, Missouri, and
Nebraska

REGION 7

Arkansas, Louisiana, New Mexico,
Oklahoma, and Texas

REGION 8

Colorado, Montana, North Dakota,
South Dakota, Utah, and Wyoming

REGION 9

Arizona, California, Hawaii,

Nevada, American Samoa, Commonwealth
of the Northern Marianas, Guam, and

Trust

REGION 10

Alaska, Idaho, Oregon, and
Washington


CONSIDERING OFFICE PAPER RECOVERY

Recycle in Your Offices?

Good reasons to recycle in your office are
as plentiful as the paper! Recycling
high-grade paper can save money
through avoided disposal costs, earn
money through the paper sales revenues,
and conserve landfill space, energy, and
natural resources. Yes, it takes time and
some resources to set up and operate an
Office paper recovery program, but
experience has shown that they work!
Recycling programs can build cama-
raderie among employees, and foster
good relations with the surrounding
community. Finally, recycling can instill
workers with a sense of pride in doing
something for the environment.

If these reasons aren’t enough, local,
state, and Federal regulations often
require institutions, Federal agencies, and
businesses to separate and collect
recyclables such as high-grade paper.
For example, at the Federal level, Title 40,
Part 246 of the Code of Federal
Regulations states that "high-grade paper
generated by office facilities of over 100
office workers shall be separated at the
source of generation, separately
collected, and sold for the purposes of
recycling" (see Appendix A for more
information).

In addition to these Federal requirements,
state and local laws may require offices to
recycle. As of October 1989, eleven
states and the District of Columbia passed
mandatory recycling laws which focus on
residential recycling, but also recommend

or require recycling in offices and
government agencies. But for whatever
reason: the law, the profits or the
environment, recycling makes sense for
almost any office.

nA i lin lg

Economically Successful?

After considering the reasons (and often,
requirements) listed above for im-
plementing a recycling program, you may
ask, whether such a program can be

economically successful.

The answer is yes, but many factors are
involved and must be carefully
Considered. For an office paper recovery
program to be economically successful:

e Quantities of high-grade paper
present in the waste stream must
be large enough to justify its
separation and reuse.

e Money saved from avoided
disposal costs and earned from the
sale of the waste paper should
balance the costs of operation.

e The paper should be in demand
(marketable) by industry, thereby
warranting long-term purchase
contracts.

e A proven cost-effective method of
separation at the source must be
available.

EPA studies show that office waste
streams are made up of various grades of


paper, etc.).

Slide shows or videos can be effective
means to convey these key aspects of the
program, along with posters and displays
of acceptable and unacceptable items,
and desk-top and central collection
containers. Posters and flyers should
appear several days before the first
employee education session. Exhibit 25 is
a poster that was used to announce the
initiation of an office paper recycling
program.

Desk-top containers should be distributed
during or immediately following the
education sessions. It is helpful to place a
"how to" memo in the container high-
lighting the reasons for recycling and
important features of the program, how it
works, the types of acceptable paper,
central container locations, and a tele-
phone number to call in case of questions.

Employees should leave the session and
begin recycling as soon as they return to

their desks. New employees should
receive the same information and
handouts including their own desk-top
container during orientation and/or
training on their first day.

Developi p ing Publici
Materials

No successful program is without

continual monitoring and reminders. Initial
publicity materials such as posters and
"how to" memos should be available at the
time the education sessions are held.
Publicity materials aimed at the employee
should support and _ reinforce the
information provided during the education
sessions and should continually remind

EXHIBIT 23
Canvas bins on rollers can be used for collection, transportation
to the storage area and as storage between collections by the
waste paper dealer. The bins also can be stacked inside each
other when not in use so that less space is utilized between
collections.

employees of the program and the role
they play in making it successful. Publicity
tools include:

e Program logos and slogans.
e Posters.
e Newsletters and news articles.

e Brochures, leaflets, and memos.

A program logo or slogan can serve as
the key unifying and identifying element in
an office paper recovery program. A logo
can be repeated on essentially all physical
components in the program, including
desk-top and central collection containers,
posters, and other publicity materials. A
series of items exhibiting a recycling
program logo is presented in Exhibit 26.

Posters, as illustrated in Exhibit 27,
designating acceptable and non-
acceptable materials may be used to mark
central container locations or just to
announce and reinforce the program.
Posters serve as strong visual reminders




EXHIBIT 20

Plastic wheeled containers are often used for collection and
storage. Lids may be required to reduce fire hazards or to
protect the contents from the weather if they are stored outside.

recyclable paper. Regulations often
require these materials to be incinerated,
pulped, or shredded. Recycling of this
confidential wastepaper may be possible.
The contracted waste paper dealer needs
to be contacted to determine if shredded
documents are marketable. Management
of these special wastes may require
separate collection and secure and
separate storage of the shredded or
unshredded confidential paper. If
separate collection and/or storage is
necessary, some estimate should be
made of the quantity of confidential paper
being recycled. Keep in mind that
shredded paper takes up more space
than flat or crumpled paper.

EMPLOYEE PUBLICITY AND
EDUCATION

People are the key to any successful
recycling effort. No recycling program
can be successful if people don't

participate. The success of a source
separation program depends upon
employee education, awareness, co-

operation, enthusiasm and action. Also,
the endorsement and commitment of top
management to the program will help
ensure success and encourage em-
ployees to participate. A vigorous
education campaign explaining the goals
and mechanics of the program is crucial
to establishing initial employee par-
ticipation as well as maintaining that
participation over time.

Major elements of the education

campaign are:

e Distributing a kick-off memorandum
from the top administrator of the
organization to all personnel.

e Scheduling and conducting ed-
ucation sessions for management,
program monitors, collection staff,
and general employees.

e Acquiring and/or developing post-
ers, slide shows, and other publicity
materials.

e Conducting ongoing publicity and
education before program start-up.

Distributi ‘at

The word "Recycle" needs to be spread to
each employee, which can be best
accomplished with a kick-off memo. The
Purpose of the kick-off memo is to


OFFICE PAPER RECOVERY: AN IMPLEMENTATION MANUAL

INTRODUCTION

The Gar Crisi

The United States faces a growing solid
waste disposal problem: rapidly expand-
ing amounts of waste and shrinking landfill
disposal capacity. Every day, each of us
Produces an average of 3.6 pounds of
solid waste. Annual generation of waste
paper alone by offices, schools, and
homes across the country, increased from
12.1 to 18 million tons between 1970 and
1986. In 1987 alone, Americans gen-
erated 160 million tons of municipal solid
waste, eighty percent of which is now
buried in landfills. The waste growth trend
will continue; can we afford to let this
occur?

By 1991 one third of the nation’s landfills
will be closed, with few new ones to
replace them. The economic and en-
vironmental costs of disposing of these
increasing volumes of refuse are
escalating along with our waste
generation rates. In some areas, the
dilemma has reached crisis proportions
where tons of waste must be shipped
hundreds of miles to scarce landfills at
costs of up to $130 per ton.

The Solution

Federal, state and local officials have to
seek new, creative waste management
practices, including waste reduction and
recycling (including composting). Only
about 10 percent of the nation’s volume of

solid waste is currently recycled or
reused, far below what it could be. For
the nation, the U.S. Environmental
Protection Agency (EPA) has established
a goal of 25 percent reduction and
recycling of municipal solid waste by
1992. This goal recognizes the many
advantages to increased solid waste
recycling: reduction of waste volumes
otherwise destined for the landfill,
reduction of costs, productive use of
waste materials, and conservation of
landfill disposal capacity. In addition,
manufacture of products from recycled
materials generally consumes, less
energy, water, and other natural
resources such as trees. For example,
manufacturing paper products using
recycled fibers consumes 50 to 60
percent less energy than when using
virgin fibers, and approximately one ton of
recovered paper replaces 17 southern
pines or three tons of wood pulp. Clearly,
recycling is the best possible solution and
the easiest to implement.

Why Recycle Paper?

Paper waste is a logical target for
increased recycling for two reasons. First,
it represents such a large percentage of
municipal solid waste - an estimated 41
percent (Exhibit 1). Of this 41 percent,
newsprint and paper packaging

New York Legislative Commission on Solid Waste
Management: The Economics of Recycling Municipal
Waste; 1986.




containers and the storage space
necessary for such high volume sources
of paper. Additional information that is
useful for the feasibility study is an
assessment of the building layout,
availability of central container and loading
dock storage space, and locations for
central collection facilities. Once the
feasibility study is completed and
interpreted, the next step is finding a
market to sell the collected waste.

MARKET ANALYSIS

Every good recycling program needs a
market analysis of the demand for
recyclables. In office paper recovery
programs, unlike residential programs, a
market analysis for high-grade paper is
straight-forward. High-grade paper is a
valuable commodity, so the program
coordinator rarely has to search hard to
find a market. However, the program
coordinator will need to assess the quality
and quantity of paper that different waste
paper buyers will accept, the price that
buyers will pay, and the services the
buyers will provide. All of these
preliminary steps can be done prior to
issuing an invitation for bids (discussed in
the next section) in order to evaluate what
should be collected in the program and to
estimate the costs and revenues. The
program coordinator may also wish to
secure letters from waste paper buyers
indicating their interest and intent to bid on
a contract if it were proposed.

For Federal agencies, this market analysis
is often even simpler: the General
Services Administration (GSA) may have
done this analysis and already have a
viable sales contract in place.

13

The market analysis involves making initial
contacts with local waste paper dealers.
Information that should be obtained from
local dealers includes:

Descriptions and grades of paper
handled.

Acceptable contamination types
and levels.

Container types and sizes provided
and equipment, if any, available for
use (@.g., compactor, handcarts,
forklifts, etc.).

Minimum quantities per pickup and
pickup scheduling procedures.

Methods for handling confidential
or classified materials.

e Prices for high-grade paper.
ESTABLISHING WASTE PAPER SALES
CONTRACTS

The GSA (assisting Federal civilian
agencies) and the Defense Logistics
Agency (DLA) work with program
coordinators to manage the waste paper
sales contracts. A list of regional GSA
contacts is provided in Appendix B.
However, some GSA regions do not
have waste paper sales contacts.
Consequently, program coordinators may
have to work with their contracting office,
GSA, etc., to negotiate their own waste
paper sales contract. Additionally, Federal
offices with large volumes of waste paper
may find it effective to contract separately
from GSA for their waste paper sales,
even if GSA has an existing sales contract
in place. To do this, however, the
contracting officer should have a thorough
knowledge of the Federal Property
Management Regulations (FPMR) as they


e Project a good public image of the
office workers and their or-
ganization as responsible citizens
concerned about the environment.

Recognizing the value of waste paper
recycling and the success of office paper
recovery programs, EPA developed the
"Use it Again, Sam" program in the 1970s
to promote high-grade office paper
recovery in the Federal government (see
Exhibit 2). As part of this early program,
EPA published a number of technical
documents and promotional materials
and published Materials Recovery
Guidelines for Source Separation, 40 CFR
Part 246. (See reference list and
Appendix A for further information).

These publications provided assistance to
Federal and commercial offices on how to
recover high-grade paper from the waste
stream prior to disposal.

Thi 2

This manual is a revision of EPA’s 1977
guide to office paper recovery. EPA
decided to revise this manual to stimulate
increased recycling of office paper by
government, institutions, and commercial
businesses. The primary purpose of this
revised manual is to serve as a guide for
personnel responsible for the
implementation and administration of
office paper recovery programs. ' This
guide will take you step by step through
the process of setting up a high-grade
paper recovery program, _ including
assessing your recycling potential, finding
a market for your paper, and educating

The guide is directly applicable to
recycling coordinators in Federal
institutions and agencies, since the
assistance role of the General Services
Administration is explained in some detail
and Federal regulations and policies are
discussed. In addition, however, those
wishing to set up recycling programs in
state and local governments, as weil as
private offices and organizations, will find
this manual a useful tool for development
of an office paper recovery program.

1 EPA and GSA are working together to provide other
assistance on recycling to Federal agencies including
high-grade paper and other recyclables such as beverage
containers, newspapers, and corrugated materials.

employees. A case study of EPA’s ExHipiT2

. . In 1976 this poster was displayed at EPA headquarters to
recovery program Is also included to show announce the commencement of the office paper Tecycling
how one program has become a Success. _ program.


vertical file boxes and central containers
with a lid and slit in the top) to Federal
agencies through their catalogue and the
Customer Supply Center in Washington,
D.C. They are in the process of
increasing their availability nationwide.
Alternatively, contact the office suppliers
used for other supplies or vendors of
recycling equipment to determine what is
available for use as desk-top containers.
If the style available does not suit your
needs and you need a large quantity, then
put a design of your own out for bid.

The desk-top containers may be made of
paperboard or plastic and resemble
vertical napkin holders, heavy duty vertical
file folders, vertical boxes, or horizontal
in-boxes. However, the selection of a
practical desk-top container depends on
the needs and requirements of the specific
facility, aesthetic preferences, and
budgetary constraints. Vertical con-

tainers, illustrated in Exhibit 12, are usually
preferred and recommended by EPA
because of the large paper capacity and

EXHIBIT 12
On the vertical cardboard desk-top folder labels may be used to
identify the purpose of the container and the program.

19

reduced amount of desk space required
when compared to horizontal containers.
The container selected should be stable,
durable, and require a small amount of
desk space.

A consistent desk-top container style and
color should be used throughout the
paper recovery program. Each container
should be clearly labelled or printed
identifying the program and listing what
can and cannot be recycled. The label
also may include the telephone number of
the program coordinator so that
employees may call in case of questions
or problems. Since both employees and
collection staff may not speak or read
English as their first language, container
instructions should be multi-lingual as
appropriate.

Desk-top containers are supplied to each
employee, usually during program
education sessions. At smaller facilities,
containers may be distributed to
employees at their desks during or after
education sessions. Making sure each
worker has his/her own container will
insure greater participation and, in the
long run, greater overall success.

ntai ion. i n

Distributi

No program will work without clear
organization -- that is, each participant
knowing what to do and where to go.
Central containers to serve from 15 to 25
employees (for example in office bay
areas) and up to 50 employees (in larger
storage areas) should be located
throughout the office facility. Locations for
each container depend on the available
space in the building, local building fire


EPA/530-SW-90-001

United States Solid Waste and
January 1990

Environmental Protection Emergency Response
Agency (OS-305)

SEPA Office Paper Recycling
An Implementation Manual

530Sw90001

y
@2 Printed on Recycled Paper

SM~-X4



electronic mail communication or routing
memos by department rather than
distributing them to each employee).

Less waste can be generated through the
purchase of more durable goods in lieu of
disposals; refilling rather than replacing
cartridges for printers; procurement of
more supplies in bulk to avoid over-
packaging, and purchase of surplus or
second hand supplies, equipment, and
furniture. In short, get everyone thinking
"conservation".

Finally, recycling does not end with
collection of recyclables. As illustrated in
the three arrow recycling symbol, the
system is continuous and the recycling
process is complete only if manufacturers
and consumers use and demand
products made of recycled materials.
Federal agencies and other organizations

44

should purchase products made from
recycled paper. In many areas, Federal
and state laws require and encourage
procurement of recycled materials such as
retreaded tires, recycled oil, etc.
Purchasing recycled materials ensures
that there is a demand for the paper
collected through recycling programs.

Recycling, waste reduction, and
Purchasing recycled materials by Federal,
state and other offices are important
pieces in solving the solid waste puzzle.
Implementing a successful office paper
recycling program as outlined in this
manual is one way for Federal and other
Offices to help meet our national goal of
25% recycling and reduction of waste and
to set the tone for others to follow. By
easing the landfill capacity dilemma we
can help ourselves and preserve the
future for coming generations.


buildings. In several case studies
conducted in the 1970s, EPA evaluated
three source separation methods in
various locations: dual wastebaskets,
central containers, and desk-top systems.

Source Separation Methods

Under the dual wastebasket system,
each employee is provided with two waste
cans or wastebaskets - one for recyclable
Paper, and one for non-recycled wastes
as shown in Exhibit 4. The building
custodial staff collects the contents of
each basket independently or simul-
taneously, and the recyclables are kept
separate. The collection frequency (ie.
daily, weekly, etc.) will depend on the
average paper use by employees.

Under the central container system
(Exhibit 5), separated recyclable paper is
carried by each employee to one of the
large central containers located through-

EXHIBIT 4

The "two-basket" system has each basket clearly marked for the
kind of waste accepted to avoid mixing by employees or
coliection staff.

out the office. Often, this method is
appropriate in smaller offices or office
buildings where the custodial staff cannot
be used for the desk-to-desk collection of
recyclables, or when only a _ limited
recycling program is to be established (for
instance, only at the copying machine).
All other solid waste is placed in
wastebaskets and handled separately.

The desk-top system is a refinement of
the central container system. Under this
system, each employee places all
high-grade waste paper in a_ small
container located on or near his or her

desk as_ illustrated in Exhibit 6.
Non-recyclable waste is deposited in
wastebaskets as before. When the

container is filled (Exhibit 7), the employee
deposits the accumulated waste paper in
a central container conveniently located in
the office (each central container should
serve no more than 50 _ persons).
Appropriate central locations include
clerical stations, elevator lobbies, mail
rooms, copying areas, computer rooms,
and print shops. The paper is collected
from the central containers by the trained
custodial or contractor staff.

While not generally recommended, a few
commercial organizations have used
unskilled workers to collect the recycled
paper from each desk-top container,
rather than relying on actions to be taken
by each employee. This method probably
is most effective in larger office
complexes, but will likely increase overall
collection costs, contamination rates, and
inadvertent removal of — important
documents or papers from the desk. At
any rate, one of the three suggested
methods should be effective if suitably
tailored for any office’s unique situation.


paper. High-grade paper consists of
white ledger (bond and copy paper) and
computer printout(white or colored striped
and perforated form papers used in
continuous feed computer printers).
Other grades of paper present in the office
building waste stream include newsprint,
colored ledger, kraft paper, corrugated
and other paper board, and coated paper
products. The high-grades command a
higher market price, have a more stable
market demand, and are available in
larger quantities than other grades of
office paper. High-grades may comprise
from 30 to 75 percent of an office’s waste
stream. Metals, glass, and other materials
commonly found in residential and
commercial waste streams are found in
minimal amounts in office waste. For
these reasons, most office paper recovery
programs nationwide _ target the

EMPLOYEE AND
MAINTENANCE
STAFF
EDUCATION

SOURCE
SEPARATION BY
OFFICE
EMPLOYEES

STAFF

COLLECTION BY
MAINTENANCE

high-grade fraction so that, with careful
planning economic success is likely to
occur. Even if an office institutes a
multi-material recycling program, including
low grades of paper, newspaper and
beverage containers, the valuable high-
grade paper should be kept separate (not
mixed with other paper grades).

Office paper recovery programs are based
on the principle of source separation.
Source separation is defined as the setting
aside by the user of recyclable materials
at the point of generation. Exhibit 3
outlines the entire office paper recycling
routine. An efficient yet simple system
integrated within the daily office routine
can push participation rates higher.
Several methods have been used for
separating and collecting recyclable
high-grade waste paper from office

STORAGE BY
MAINTENANCE
STAFF

LOADING FOR
SHIPMENT BY
MAINTENANCE
STAFF OR

CONTRACTOR

EXHIBIT 3
Outline of the office paper recycling routine.

5


APPENDIX B

FEDERAL SUPPLY SERVICE BUREAU - GSA REGIONS
“Surplus Sales Program"

REGION 3

WASHINGTON, DC OFFICE

GSA

Supply Distribution Facility (@FBPS-W)
6808 Loisdale Rd., Bidg. A

Franconia, VA 22150

COM - (703) 557-7785

FTS - 557-7785

GSA, Federal Supply Service Bureau
Personal Property Services (2FBP-1)
10 Causeway Street, 9th Floor
Boston, MA 02222-1076

COM - (617) 565-7316

FTS - 565-7316

GSA,

Supply Distribution Facility (2FBP-S)
26 Federal Plaza, Room 20-116
New York, NY 10278

COM - (212) 264-2626

FTS - 264-2626

GSA

Supply Distribution Facility (3FBP-S)
Ninth and Market Streets
Philadelphia, PA 19107

COM - (215) 597-5671

FTS - 597-5671

GSA, Supply Distribution Facility
75 Spring Street, SW

Atlanta, GA 30303

COM - (404) 331-0972

FTS - 331-0972

District of Columbia; Montgomery
and Prince Georges Counties in
Maryland, Arlington, Fairfax,

Loudoun, and Prince William Counties
and Cities of Alexandria and Falls
Church in Virginia

REGION 1

Connecticut, Maine, Massachusetts,
New Hampshire, Rhode Island, and
Vermont

REGION 2

New Jersey, New York, Puerto Rico
and Virgin Islands

REGION 3

Delaware, Maryland, Pennsylvania,
Virginia, and West Virginia (does
not include Washington, DC.
Metropolitan Area - Region 3)

REGION 4

Alabama, Florida, Georgia, Kentucky,
Mississippi, North Carolina, South
Carolina, and Tennessee


TABLE 3 (continued)
F) Containers
1. Desktop containers $2/container/employee
paperboard/plastic ($1 - $4)

file folder to upright

2. Central containers w/lids

20 gal. plastic $25/container/20 employees“)
32 gal. plastic $25/container/20 employees 5

44 gal. plastic $35-45/container/20 employees®)
36 gal. paperboard $4.50/container/20 employees)

G) Publicity and Education

Posters (purchased) $25/poster/central container
Labels (purchased) $0.50/sticker/container
Memos/Brochures $0.25/person

(produced in-house)

H) Life Period
Life of paperboard containers 5 years or less
Life of plastic containers 10 years
Life of educational materials 2 years

Notes:

(1) This value is sensitive to the ammount of computer printout generated and is assumed to be a conservative value.

(2) With the advent of increased computerization, waste paper generation also has increased. This is a conservative value, e.g.,
utilities that are highly computerized have been shown to collect 1.7 Ibs./employee/day. While it is common to collect
computer printout and white ledger separately because of the higher value of computer printout, no breakdown is given
here because it is highly facility-specific.

(3) For use with waste stream analysis studies only. Values given in "A" already incorporate this assumption.

(4) Refers to Exhibit 29. Labor Requirements for Collection of Recovered Paper.

(8) Any combination will work; remembering that 20 people generating high- grade waste paper at a rate of 0.5 Ib/day will fill a
space equal to 25 gallons in one week.



Conduct sessions for management
prior to distribution of the kick-off
memo. Informed managers will be
better able to communicate the
importance of attendance to their
subordinates.

Educate program monitors, col-
lection staff, and other personnel
involved in program operations
prior to the general office sessions.
They must have a working knowl-
edge of program mechanics before
implementation.

Arrange follow-up briefings for
those employees who are unable to
attend the initial sessions.

Arrange sessions in mid-morning
and mid-afternoon; avoid sched-
uling at lunch (unless employees
are agreeable to "brown-bag"
sessions), the beginning and end of

the day, and near holidays.

Education sessions should be no longer
than 15 to 20 minutes, and should include
a formal presentation and time for
questions and answers. Include the
following key elements in the formal
presentation:

e A concise description of the
program operation.

e Pictures or displays of all collection
equipment.

e Detailed description of acceptable
and non-acceptable items stressing
the importance of keeping con-
taminants out of sorted paper.

e A description of the environmental
benefits of paper recycling and the
end products of the recycling
Process (tissue, recycled office

Paper can be stored in 3 cubic yard, roll away containers. Generation rate, collection schedule, and
storage area will determine the type of storage containers best suited for a facility.

28


CASE STUDY

EPA HEADQUARTERS, WASHINGTON, D.C.

This case study describes EPA’s
high-grade waste paper recovery program
that was initiated in 1975 at the EPA
headquarters at Waterside Mall, 401 M
Street S.W., in Washington, D.C. A
desk-top system was employed for
separation and collection of waste paper.

The program was publicized through the
slogan "Use it Again, Sam". This program
was introduced to employees through
memos and pamphlets (Exhibit 30). Black
plastic desktop holders were distributed to
each employee, and secondary collection
containers (one per 20 employees) were
placed throughout the office. The
secondary containers were cardboard
boxes (approximately 2’ x 1.5’ and 0.75’
high) and were used for paper collection
from nearby desk-top containers. Paper
was collected from the cardboard
containers by the custodial staff and
stored at the loading dock in a central
storage area. GSA’s Office of Public
Buildings and Real Property (OPR) and
their Buildings Management Division,
assigned and funded personnel to
oversee the program while the GSA
Federal Supply Service supervised the
assigned personnel. From 1975 to 1978,
an estimated 400 tons of high-grade paper
was collected and recycled, generating a
gross revenue of $15,000.

In 1978, EPA shifted the responsibility for
floor-to-floor waste paper collecting from
their custodial contractors to their contract
in-house movers, Trans- Continental, Inc.

45

In 1982, GSA initiated a program for
implementing high-grade waste paper
recovery at all Federal agencies in the
National Capital Region. This program
started with 28 targeted buildings but was
later discontinued at most of the locations
due in part to the declining value of waste
paper. EPA (at Waterside Mall) and three
other buildings housing Department of
Agriculture offices continued the recovery
program.

The collection of high-grade waste paper
continued at a marginal level at EPA until
about 1988. Problems cited in the
program included the lack of active
program management including employee
education; contractor problems for waste
pickups; difficulties in obtaining recycle
boxes from the Federal Supply Service;
and insufficient recordkeeping to track the
economics of the program.

Recycling Work Group

In 1988, EPA sought to increase recycling
of solid wastes. In February of that year,
EPA established a "Recycling Work
Group" to help the agency attain the goal
of 75 percent recycling of agency white
paper wastes by December 1989. The
Work Group makes recommendations to
EPA's Facilities Management Services
Division which currently administers the
high-grade waste paper collection
program. Funding for the Work Group is
through the budgets of the Office of
Administration and Resources Man-


demonstrate top-level support and
cooperation for the implementation of the
paper recovery program. The memo
should include:

e Endorsement of the program by
top-level management and a clear
statement of the organization’s goal
to reduce waste.

e Environmental and economic
benefits of paper recovery.

e Potential for revenues and savings
and where they will go.

e Separation and collection pro-
cedures and the ease with which
they can be incorporated into daily
routines.

e Identification of the organization’s
program coordinator (and program
monitors as appropriate).

EXHIBIT 21

Baling may be desirable if large quantities of paper are
generated by the facility. A waste paper dealer often will accept
baled paper only if a low level of contamination can be
guaranteed by the facility.

e Announcement of the educational
sessions and a schedule of when
they will be conducted.

Distribution of this memorandum should
occur a few weeks prior to the education
session, leaving sufficient time to ensure
employee attendance and _ interest.
Copies of the memo should be available
for distribution throughout the course of
the program. An example of a kick-off
memo is presented in Exhibit 24.

Sct , C ing the Educati
Sessions

The next step is to inform each worker
about how the program will work. A
schedule of the education sessions
should accompany the kick-off memo.
Attendance at the education sessions
should be mandatory, and it is important
that sessions are organized and
scheduled to be as convenient as possible
for all employees.

Employee education sessions should
initiate recycling as a way of life. Once an
employee has attended the session, (s)he
immediately begins participating in the
program. All other aspects of the
employee education program including
posters and other publicity materials,
should be in place prior to the education
sessions.

How sessions are scheduled will depend
on the facility’s management, size, and
available meeting space. Many or-
ganizations already have procedures for
conducting employee education activities.
When scheduling sessions consider the
following:




EXHIBIT 1

Paper makes up an average 41 percent of the waste stream,
but in offices the percentage maybe as high as 90%. That's
why paper is a major recycling target.

(corrugated) are the principal components
and recycling of these waste products is
fairly common. The waste paper from
government and commercial office
buildings is also a natural target for
recycling, but recycling has yet to become
a common practice. The largest waste
component in offices is high-grade white
paper (bond, copy paper, and computer
paper). Fortunately, this grade of paper is
recyclable and can be profitable. EPA
surveys conducted in the 1970s indicate
that a well-run recycling program can
reduce the volume of office waste as
much as 75 percent, generate income and
help ease the pressure on our nation’s
landfills.

Second, successful recycling of high-
grade office paper can readily be

accomplished. It has already been
successfully demonstrated at many
locations, including local, county, and
state agencies (CA, NJ, RI, and others),
some Federal agencies, and private
corporations (such as AT&T and Levi
Strauss). When correctly implemented, an
office paper recovery program will:

e Slash waste disposal costs by
reducing the volume of waste
collected and delivered to the
landfill.

e Earn revenues from the sale of
high-grade paper; paper brokers
and mills will pay good prices for
high-grade wastepaper because of
its short supply and usefulness in
manufacturing new products.

e Divert large portions of waste from
nearly full landfills that otherwise
would occupy scarce landfill space.
One ton of recovered paper saves
3.3 cubic yards of landfill space.

e Stimulate a growing market for
recyclable paper by providing a
constant supply of high quality fiber
to the paper industry; paper
mills use high grades of
wastepaper as a_ substitute for
woodpulp.

e Conserve forest lands and other
valuable resources. As_ stated
earlier, less energy and water is
required to produce paper from
wastepaper than from virgin pulp.

e Decrease emissions harmful to the
environment. The recycling pro-
cess reduces air, water, and land

pollution when compared to
manufacturing using virgin
materials.


lf the facility generates confidential waste paper it still can be
included in the recovery program. Shredding of the confidential
waste is common practice and it can be sold to the waste Paper
dealer prior to or after shredding.

(see Exhibit 10). Shredding may be done
by the contractor or may be done by
in-house personnel. The contractor can
certify that the confidential material is
destroyed or in-house personnel may
accompany it and supervise _ its
destruction. Be sure to check with the
individual contractor as to the or-
ganization’s specifications + regarding
confidential materials before the method of
disposal is determined.

Specifications in contracts vary among
GSA regions and may change annually.
Categories that are chosen for contract
specifications are dependent on the
individual contractor and should reflect the
content of the facility’s specific waste
stream.

Segregation of computer printout from
white ledger may be economical,
depending on recovered quantities, due to
the higher market price. Even when
segregating only high-grade paper, a

16

lower grade should also be specified in
the contract to reflect the price to be paid
for a contaminated high-grade load.

Minimum pickup quantities must be
specified and may be related to the
container types provided (e.g., 4 bales,
canvas hampers, trays or pallets of 1-5
tons). Scheduling for pickups either for
specific days and times or on an on-call
basis (e.g., within 48 hours of notification),
must be specified.

Containers to be supplied by the waste
paper dealer must be specified in the bid
along with the storage requirements of
each. Some contractors pay a premium
for baled paper if a low contamination
level is guaranteed. Others prefer that the
paper be stored in boxes or bins so that
they can scan for contaminants prior to
baling. Also equipment such as
handcarts, forklifts, balers, shredders, or
compactors which need to be supplied by
the waste paper dealer should be
specified in the contractor’s bid.

The method of pricing pickups is based
upon the contractor weighing the load.
Usually the loaded truck is weighed and
the tare weight of the truck plus the
containers is subtracted from this weight.
In GSA’s 1989 contract, a "Waste Paper
Delivery Order" form is completed in
quadruplicate and signed by both the
contractor and the governmental
representative. Load weights are reported
back to the government on certified scale
tickets within two weeks for proper billing.
The program coordinator may want to
establish pre-set weights in the contract
(estimated weight per container) in order
to provide "ball park" figures on weights at
the time of pickup. It is important that the


161:1184

FEDERAL REGULATIONS

of generation and separately coliccted
for the purpose of recycling.

§ 246.201-4 Recommended proesdures:
Market study.

An investigation of markets should be
made for each material by the organiza-
tion responsible for sale of recyclable
materials in each agency and should in-
clude at a minimum:

(a) Identifying potential purchasers
of the recovered material through stand-
ard market research techniques.

(b) Directly contacting buyers and
determining the buyers’ quality specifica~
tions, potential transportation agree-
ments and any minimum quantity
criteria.

(c) Determining the prices that the
buyer will pay for the recovered material
and the willingness of the buyer to sign
a contract for the purchase of the mate-
rial at guaranteed minimum prices.

§ 246.201-5 Recommended proceaures:
Methods of separation and collection.

Following separation within the home,
any of the following methods of collec-
tion may be used:

(a) Materials may be placed at the
curbside by the resident and may be
collected from each household usin
secaraie tlucks or compartmentaliz
vunicles.

‘bs For muiti-family dwelings, sepa-
vated materials may be placed in bulk
containers located outside of the build-
ing and ccllected by trucks dispatched to
enilect recyclables.

tc) Collection stations may be set up at
converient locations +> which residents
bring recyclables. Theze stations should
vide separate bulk containers. for each
item to be recycled. The size and type of
container will depend on the volume and
type of material collected, the method of
transportation to be used in hauling the
materials to market ard the frequency
of femoval.

§216.201-6 Recommended procedures:
‘Transportaticn to market.

Transportation to market may be sup-
Mied by the facility or the community
generating the waste, by a private
hauler, or by the purchaser.

§ 215.201-7 Recommended procedures:
Cont analy

After potential markets have been lo-
cated (but prior to initiation of formal
bidding procedures), preliminary deter-
minations of various separation methods,
storage and transportation costs have
been made, and estimated tonnages of
both recoverable materials and residual
solid waste have been established, an
analysis should be conducted which com-
pares the costs of the present waste cdl-
lection and disposal system with the pro-
vosed sezregated systems. At a minimum
this study should include all capital,
operating and overhead costs and take
into accrunt credits for revenue from
peper sales and savings from diverting
recycled materials from disposal. Poten-
tial costs to upgrade collection and dis-
posal practices to comply with EPA's
Guidelines for the Storage and Collection
of Residential. Commercial and Institu-
tional Solid Wastes (40 CFR Part 243)

and Thermal Processing and Land Dis-
posal Guidelines (40 CFR Parts 240 and
241) should be included in the analysis.
In formulating ® separate collection sys-
tem ond evaluating its costs, every
effort should be made to use idle equip-
ment and underutilized collection man-
power to reduce separate collection costs.
This cost analysis should enable the
facility to determine the most cost effec-
tive method if implementing the require-
ments of this part.

§ 246.201-8 Recommended procedures:

Contracts.

Formal bids should be requested for
purchase of the recovered materials,
such bids being solicited in conformance
with bidding procedures established for
the responsible jurisdiction. Contracts
rial will be accepted for one year or more
should include the buyer's quality speci-
fications, quantity and transportation
agreements, a guarantee that the mate-
and a guaranteed minimum purchase
price.

§ 246.201-9 Recommended procedures:
Public information and education.

A well organized and well executed
public information and education pro-
gram explaining the justification. goals.
methcds and level of separation should
be conducted to inform and motivate
householders and to secure their coop-
eration in separating their waste. This
public information and education pro-
gram should precede the program and
continue on a regular basis for its du-
ration.

§ 246,202

ery.
§ 246.202-1 Requirement.

Any commercial establishment gener-
ating 10 or more tons of waste corrugat-
ed containers per month shail separately
collect and sell this material for th:e pur-
pose of recycling.

§ 246.202-2 Recommended procedures:
Corrugated container recovery from
amaller comme facilities.

‘The recovery of corrugated containers
frum commercial facilities generating
less than 10 tons per month should be
investigated in conformance with the
following recomme-ded procedures and
implemented where feasible.

§ 246.202-3 Recommended procedures:
Market stady.

An investigation of markets should be
made by the organization responsible for
sale of recyclable material in each Fed-
eral agency and should include at a
minimum:

(a) Identifying potential purchasers
of the recovered corrugated through
standard market research techniques.

(b) Directly contacting buyers and de-
termining the buyers’ quality specifica-
tions, potential transportation agree-
ments and any minimum quantity cri-

teri

(c) Determining the price that the
buyer will pay for the recovered corru-
gated and the willingness of the buyer

Corrugated container recov:

Environment Reporter

to sign a contract for purchase of the
paper at a guaranteed minimum price.

§ 246.202—4 Recommended procedures:
Methods of separation and storage.

The method selected will depend upon
such variables as the physical layout of
the individual generating facility, the
rate at which the cerrugated accumu-
lates, the storage capacity of the facility.
and the projected cost-effectiveness of
using the various methods. All of the fol-
lowing suggested modes of separation
and storage presuppose that the corru-
gated boxes will be accumulated at a
central location in the facility after their
contents are removed and that the boxes
are flattened.

(a) Balers of various sizes: corrugated
boxes are placed in balers and compact-
ed into bales. These bales may be stored
inside or outside of the facility. The
bales should be protected from fire, in-
clement weather, theft, and vandalism.

(b) Stationary compactors or bulk
containers: corrugated boxes are placed
in a stationary compactor or bulk con-
tainers outside of the facility. The con-
tainers should b> protected from fire, in-
clement weather, theft and vandalism.

§216.202-5 Recommended procedures:
Transportation.

Transportation to market may be sup-
plied by either the facility, a private
hauler or the purchaser. In facilities to
which goods are delivered from a central
warehouse, corrugated may be back-
hauled by delivery trucks to the central
facility and baled there for delivery to a
user,

$§ 246,202-6 Recommended procedures:
Cost analysis.

After potential markets have been
identified (but prior to initiation of
formal bidding), preliminary determina-
tions of various separation methods,
storage and transportation costs have
been made, and estimated tonnages of
both recoverable material and residual
solid waste have been established, an
analysis should be conducted which com-
pares the costs of the present waste col-
lection and disposal system with the pro-
posed segregated systems. At a minimum,
the study should include all capital.
operating and overhead costs and take
into account credits for revenue from
Paper sales and savings from diverting
recycled materials from disposal. Poten-
tial costs to upgrade collection and dis-
posal practices to comply with EPA's
Guidelines for the Storage and Collec-
tion of Residential, Commercial and In-
stitutional Solid Wastes (40 CFR Part
243) and Thermal Processing and Land
Disposal Guidelines (40 CFR Parts 240
and 241) should be included in the
analysis. This cost analysis should en-
able the facility to determine the most
cost effective method of implementing
these guidelines.

§ 216.202-7 Recommended procedures:
Fetablishment of purchase contract.

Formal bids should be requested for
purchase of the recovered materials,
such bids being solicited in conformance
with bidding procedures established for
the responsible agency. Contracts should

[See. 246.202-7] 198


APPENDIX D (continued)

PROHIBITIVE MATERIALS

The term “Prohibitive materials" as used throughout this Appendix is defined as:

e Any materials which by their presence in a packing of paper stock, in excess of
the amount allowed, will make the packaging unusable as the grade specified.

e Any materials that may be damaging to equipment.

Note: The maximum quantity of "Outthrows" indicated in connection with thefol-
lowing grade definitions is understood to be the TOTAL of "Outthrows" and
"Prohibitive Materials."

A material can be classified as an "Outthrow" in one grade and as a "Prohibitive
Material" in another grade. Carbon paper, for instance is "UNSUITABLE" in
Mixed Paper and is, therefore, classified as an "Outthrow", whereas it is
"UNUSABLE" in White Ledger and in this case classified as a “Prohibitive
Material."

Ret. Paper Stock Standards and Practices, Circular PS-88.


PROJECTING THE ECONOMICS OF PAPER RECOVERY

COST FACTORS IN PAPER RECOVERY

Office paper recovery can be
economically successful! The cost
effectiveness of a high-grade paper
recovery program depends on _ three
primary factors: avoided disposal costs
due to reducing the present costs of
waste disposal, proceeds from the sale of
waste paper, and the costs of initiating
and operating a recycling program.
Although avoided costs of disposal and
program operation costs are not always
tracked separately for  Federally-
implemented paper recovery programs,
some attention given to improving and
managing these components will lead to
more cost- effective recycling efforts.

Avoi

One of the benefits of recycling is that
waste disposal costs can be avoided
since the waste is recycled rather than
disposed. To assess avoided disposal
costs related to recycling of paper wastes,
first an estimate must be made of the
quantities of high-grade paper expected to
be removed from the total waste stream.
Second, an evaluation must be made of
the waste removal service pricing method.
This might be structured as a flat fee per
time period, a fee per "pull" (emptying of
containers), or a fee per ton of waste
hauled. The first two methods are the
most common in large office buildings.

The quantity of high-grade paper that can
be removed from the waste stream is

35

dependent upon the type of business
involved. Typically financial and insur-
ance institutions generate the greatest
amounts of high-grade waste paper when
compared to other institutions such as
general office buildings. The most
common types of high-grade paper are
computer printout and white ledger.

The quantity of high-grade paper that will
be recovered can be estimated by
instituting a pilot recycling program,
conducting a waste stream analysis, or
simply making assumptions about waste
Paper generation rates per employee
using data derived from other in-place
recycling programs. Each of these
methods was previously discussed in the
section on the Feasibility Study.

The avoided disposal costs are the
difference between your current disposal
costs and the costs for disposing of only
nonrecyclable wastes. Examine the
current disposal contract and determine
the costs of collecting/hauling the
nonrecyclable waste. The waste hauler
should be contacted to negotiate a
reduction in hauling fees by changing the
flat fee, the number of containers serviced,
and/or the number of pulls needed.

The average monthly or yearly disposal
costs may not be influenced by reduction
in waste tonnage or volume due to
recycling. For instance, facilities that
dispose of bulk items such as wood
pallets and corrugated boxes may not
significantly reduce the volume of their
waste without compacting. As a result,


the storage and collection frequency
requirements would remain unchanged,
even though the hauling weight would be
reduced. In addition, disposal cost
reductions may be precluded by:

e Existing contractual agreements
with the hauler and/or pricing
mechanisms that limit negotiating
cost reductions based upon flow
reductions.

e Leasing arrangements that prevent
negotiating cost reductions in
rented buildings where the lessor
has the responsibility for disposal
contracts.

In facilities studied by EPA in the 1970s,
the disposal cost was reduced by about
half the percentage that the waste stream
was reduced. For example, if the weight
of the waste stream was reduced by 40
percent after program implementation, a
20 percent reduction in disposal cost
resulted. This relationship indicates the
importance of tracking avoided disposal
costs to support a paper recovery
program.

Proceeds from the Sale of Waste Paper

The proceeds from the sale of waste
paper depend upon the quantity of paper
generated, the level of contamination, the
transportation costs to get the product to
the market, and the general state of the
secondary paper market.

Current market prices for one ton of
loose, unbaled high-grade paper can be
obtained through industrial publications or
local manufacturers that directly use
recycled paper. The Fiber Market News

price quotes are for paper FOB (Free On
Board - no shipping costs) at the facility
loading dock. Mill Trade Journal quotes
prices for paper FOB at the mill dock,
whereas the price quoted in the Offical
Board Markets publication is FOB at the
mill, baled and in boxcar loads (minimum
amounts). In addition, local waste paper
dealers can provide current prices for
recycled high-grade paper specific to local
conditions and transportation costs. An
example of published mill prices for May
1989 is presented in Table 2. For all
regions the price paid per ton for
computer paper was 3 to 4 times higher
than that paid for sorted white ledger. For
both paper types the highest prices are
paid in the West while dealers in the East,
Mid-west, and South are receiving
considerably lower prices for their waste
paper.

Federal, state, and some local
government agencies have procurement
service branches such as GSA and DLA
which already may have waste paper
contracts in place in specific U.S. regions.
These agencies should be contacted for
current prices and relevant provisions of
the contracts.

For most Federal agencies, collected
waste paper is considered to be the
property of the U.S. Government.
Consequently, proceeds from the sale of
recycled paper are deposited in the U.S.
Treasury, as required by 40 USC Section
485(a), Federal Property Administrative
Services Act of 1949. Thus, revenues
derived from a specific Federal facility’s
program most often cannot be used to
offset recycling program costs directly.
(However, proposed Federal legislation
may change this requirement and enable


APPENDIX A

ENVIRONMENTAL PROTECTION AGENCY GUIDELINES
FOR SOURCE SEPARATION FOR MATERIALS RECOVERY
(40 CFR 246)


EXHIBIT 15
This recycling program uses separate stacked bins for central
collection of various grades of paper. The combination of bins
can be adjusted depending on generation rates of each paper
type at the collection locations, thus making for a very flexible
system.

custodial staff may be assigned to
independently collect recyclable paper.
Separate paper collection may also be
performed by other personnel, such as
mailroom, supply distribution, —main-
tenance, general service, or other
available service staff. In many cases,
contracted maintenance or general ser-
vice agreements can be renegotiated to
include the additional job of paper
collection.

When integrating paper collection with
existing office routines, consider the
number of custodians servicing the
building, the nature of their employment
(in-house, contract, union), their hourly
availability (day or night shift), and other
personnel who could perform these

22

duties. If existing personnel cannot be
used to perform the consolidation
activities, contracting or hiring some
additional labor may become necessary.
In addition, many government agencies
and private organizations participate in
temporary or full-time hiring programs for
local high school or college students,
minority or under-privileged groups, or the
disabled.

Paper collection must be supervised
closely to maintain high participation rates.
Reliability can be maximized by avoiding
labor turnover, particularly in larger
programs where familiarity with paper
collection points is critical. It is important
to maintain communication with collection
personnel regarding changes in the
program, overflowing central containers,
or other key information. For this reason,
it may be beneficial to arrange for paper
collection operations to be performed
during the day, when the program

EXHIBIT 16
A small collection box near a copy machine saves space but
likely needs to be serviced each day by the collection crew.


SOURCE SEPARATION GUIDELINES

$-621
161:1183

$ baat ane Recommended Procedures:
ligh-grade per recovery from
smaller offices.

The recovery of high-grade paper gen-
erated by office facilities of less than 100
office workers should be investigated in
conformance with the following recom~
mended procedures and implemented
where feasible.

$246.200-3 Recommended procedures:
Market study.

An investigation of markets should be
made by the organization responsible for
the sale of recyclable materials in each
Federal agency and should include at a
minimum:

(a) Identifying potential purchasers
of the recovered paper through standard
market research techniques;

(b) Directaly contracting buyers, and
determining the buyers’ quality specifi-
cations, the exact types of paper to be re-
cycled, potential transportation agree-
ments and any minimum quantity cri-
teria: and

(ce) Determining the price that the
buyer will pay for the recovered paper
and the willingess of the buyer to sign
& contract for purchase of the paper at a
guaranteed minimum price.

§ 246.200-4 Recommended procedures:
Levels of separation.

A two-level separation is recommended
for most facilities. This separation should
consist of (a) high-grade wastepaper
and (b) all other waste. Facilities that
produce large enough quantities of waste
computer paper and cards to make their
separation into a separate category cost
effective may choose to implement three
levels of separation: (1) computer
papers. (2) other high-grade papers, (3)
all other wastes,

$ 246.200-S Recommended procedures:
Methods of separation and collection.

ta) Systems designed to recover high
xtades of office paper at the source of
generation. ie., the desk, are the desk-
top system, the two-wastebasket system.
and the office centralized container sys-
tem.

() With the desk-top system, recycla-
ble paper is placed by the generator in
@ container on his desk, while other waste
is placed in a wastebasket, With the two-
wastebasket system, recyclable paper is
placed by the generator in one desk-side
wastebasket, and all other waste is placed
in another. In the centralized container
system, large containers for the collec-
tion of recyclables are placed in cen-
tralized locations within the office areas
of the building. Nonrecyclable waste is
placed in desk-side wastebaskets.

‘c) The recommended system is the
desk-top system because it is designed to
maximize recovery of high value materi-
al in an economically feasible manner.
While the two-wastebasket system and
centralized container system have been
implemented with success in isolated in-
stances. data indicate that, on the whole,
these systems have experienced high lev-
els of contamination, low levels of par-
ticipation, and low revenues. The desk-
top system has been designed to mini-
mize these problems.

9-17-82

(a) The precise method of separation
and collection used to implement the
desk-top system will depend upon such
things as the physical layout of the indi-
vidual facility. the ease of collection, and
the projected cost effectiveness of us-
ing various methods. The recommended
desk-top system is carried out in the fol-
lowing manner:

(L) Workers sre to deposit high-grade
paper into a desk-top tray or other small
desk-top holder to be supplied by the
agency. This holder should be
in such a way as to prevent it holding
contaminants. such as food or beverage
containers.

(2) At the office worker’s convenience
or when the tray is filled, the worker car-
ries the paper to a conveniently located
bulk container within the office area.
‘This large container should be located in
an area the worker frequents in the nor-
mal course of business.

(3) In locations where computer cards
and printouts are to be collected sepa-
rately, the receptacle for these wastes
should be near the computer terminal or
in some other logical, centrally located
place.

(4) Collection of the high-grade paper
{vom the bulk containers in the office
area should be performed by the jant-
torial or general maintenance service.
‘The number of locations and the fre-
quency of collection of these containers
will be determined by office size and
maintenance staff capacity.

‘e) Mixed paper and some high-grade
office papers have also been recovered for
recycling by hand-picking in an individ-
ual building’s trash room or at a cen-
tralized facility serving several buildings.
‘With these hand-picking systems, recy-
clable waste is not separated at the
source of generation. but is mixed with
other waste in the usual manner and re-
moved to a centralized location where re-
cyclable paper is picked out of the mixed
waste by hand. Facilities may choose to
use this method of high-grade paper re-
covery if it is shown by analysis to be
economically preferable to source sepa-
ration.

§ 246.200-6 Recommended procedures:
Storage.

Among the alternatives for paper stor-
age are on-site baling, the use of station-
ary compactors, or storage in corrugated
boxes or normal waste containers. Stored
paper should be pratected from fire, in-
clement weather, theft, and vandalism.

§26.200-7 Recommended procedures:
‘Transportation,

Transportation to market may be sup-
plied by the facility, by a private hauler.
or by the purchaser. Collection of the
recyclable paper should be on a regular,
established schedule.

§ 246.200-8 Recommended proceiures:
Cost analysis.

After potential markets have been
located (but prior to initiation of formal
bidding procedures). preliminary deter-
minations of various separation methods,
storage, and transportation costs have
been made, and estimated tonnages of
both recoverable high-grade paper and

Published by THE BUREAU OF NATIONAL AFFAIRS, INC., WASHINGTON, D.C. 20037

residual solid waste have been estab-
lished, an analysis should be conducted
which compares the costs of the present
waste collection and disposal system
with the proposed segregated systems.
At a minimum, the study should include
all capital, operating and overhead costs
and take into account credits for revenue
from paper sales and savings from di-
verting recycled materials from disposal.
Potential costs to upgrade collection and
disposal practices to comply with EPA's
Guidelines for the Storage and Collec-
tion of Residential. Commercial and In-
stitutional Solid Wastes (40 CFR Part
243) and Thermal Processing and Land
Disposal Guidelines (40 CFR Parts 240
and 241) should be included in the anal-
ysis. In formulating a separation system
and evaluating its costs, every effort
should be made to use janitorial and
waste collection resources efficiently.
‘This cost analysis should enable the
facility to determine the most cost effec-
tive method of implementing the require-
ment of this part.

§246.200-9 Recommended procedures:
Contracts.

Formal bids should be requested for
purchase of the recovered materials, such
bids being solicited in conformance witn
bidding procedures established for the
responsible agency. Contracts should in-
clude the buyer's quality specifications,
quantity and transportation agreements,
&@ guarantee that the material will be
accepted for one year or more, and a
guaranteed minimum purchase price.

$246.200-10 Recommended _proce-
dures: Public information and edu-
cation.

A well-organized and well-executed
public information and education pro-
gram explaining the justification. goals.
methods and level of separation should
be conducted to inform and motivate
office personnel and secure their coopera-
tion in separating their waste. This pub-
lic information and education program
should precede the program and continue
on a regular basis for its duration.

§ 246.201 Residential materiale recov-
ery.
§246.201-1 Requirement.

Separation of used newspapers at the
source of residential generation in con-
junction with separate collection shall be
carried out at all facilities in which more
than 500 families reside, and the news-
papers shall be sold for the purpose of
recycling.

§ 246,201-2 Recommend
Newsprint recovery fr:
idential facilities.

‘The recovery of newsprint generated
by residentiel facilities of less than 500
families should be investigated in con-
formance with the following recom-
mended procedures and implemented
where feasible.

§ 246.201-3 Recommended procedures:
Glass. can, and mixed paper separa-
tion, -

In areas where markets are available,
it is recommended that glass, cans, and
mixed paper be separated at the source

{See. 246.201-3]

197




offices across the United States, recycling of office paper
works! We encourage you to use not only this manual, but to
consult other sources of information listed at the end of
this document to reduce and recycle more of your solid
wastes. In order to stem the tide of solid waste problems,
to save economic and natural resources, and to meet the
important recycling goals of tomorrow, we all share the
responsibility to change the "throw-away" ethic and start
recycling.

ae A 44 7 Je ————

Sylvia K. Lowrance
Director, Office of Solid Waste


ARRIVING AT SUCCESS AND

BEYOND TO THE FUTURE PROGRAM

Through a concerted recycling effort the
current solid waste crisis can be turned
back before it worsens. Businesses and
Offices instituting high-grade waste paper
collection programs can help reclaim a
great deal of the 41 percent of solid waste
made of paper . If each employee can be
made to feel that they take part equally
and enthusiastically in a greater program
of social good, then a paper recovery
program can successfully be ac-
complished. Key components of any
program include:

e Management support.

Designating a capable program
coordinator.

oe

Effective program monitors.

Conducting an effective employee
publicity and education program.

Developing and implementing a
reliable collection system.

Reliable storage and removal.

Establishing an appropriate long-
term marketing arrangement (i.e., a
paper sales contract).

Establish periodic program mon-
itoring to quantitatively assess
progress.

There are a plethora of reasons to
implement a successful recycling
program. Source separation and
recycling of high-grade paper helps to
conserve timber, water, and energy

43

resources with benefit to the economy
and our nation’s environment. Recycling
reduces the solid waste quantities
generated by office buildings and thus can
reduce building management costs.
High-grade paper recovery programs
using the desk-top containers have
demonstrated high levels of participation
and help to educate employees about
recycling. This education can have far
reaching effects, since employees may
start to recycle as part of their daily routine
at home and pass on the message to
family members and friends.

After the office paper recovery program is
operating successfully, the organization
can further increase its recycling efforts
by instituting separation programs for
beverage containers and other paper
grades, for example. Office recycling
programs can be more effective by
increasing the office’s use of materials and
products that are recyclable rather than
disposable. One method is to reduce the
amount __of __non-recoverable _ paper

lor te rocured for use in
the office. For example, in the District of
Columbia, the Council of Governments is
urging offices to avoid using non-
recyclable yellow legal paper.

Promote waste reduction efforts in the
office by encouraging employees to
reduce their waste generation. Make
double-sided copies, use the blank side of
used paper as scratch paper, and
circulate less in-house paper (by using


COMPARISON OF SOLID WASTE
DISPOSAL COSTS WITH AND WITHOUT
RECYCLING

The cost effectiveness of implementing a
high-grade waste paper recycling program
can best be illustrated by comparing costs
for solid waste disposal at a facility before

recycling is implemented (current
situation) versus after recycling is
implemented (proposed situation).

Typically, the comparison is estimated for
one year due to lack of long-term
fixed-price contracts for waste disposal

and waste paper sales. Costs and
computations should include capital
expenditures and operation and

maintenance (O&M) costs. In order to
develop an annual cost for the upcoming
year, capital expenditures are converted
to annual costs by dividing each
expenditure by the estimated useful life
(number of years) of the capital item.
Operation and maintenance costs
normally are tracked as annual costs.

Table 4 is a worksheet used to aid in the
computation of costs for solid waste
disposal with or without recycling
activities. The worksheet will help indicate

potential savings gained after im-
plementation of a paper recovery
Program. tems listed in the worksheet

are monthly and annual O & M and capital
Costs laid out for program operations. To
annualize a capital cost for an item, it must
be divided by its expected life period
(obtained from Table 3).

The only way that program success can
be gauged economically, is through
careful tracking of costs continually
throughout the life of the program. Those
values used in the Table 4 worksheet may
only be ballpark figures, yet their
usefulness in determining the feasibility of
@ paper recovery program should not be
underestimated.

350
MAN HOURS/MONTH = (NUMBER OF EMPLOYEES) X

300 (0.07 COLLECTION MAN HOURS/EMPLOYEE/MONTH)

=z 204

é

$ 2004

& |

2 150.

x=

4

Z 1004

3

T
0 500 1000

—T T
1500 2000

T TM Tr T
2500 3000 3500 4000

Ta

T
4500 5000

NUMBER OF EMPLOYEES HOUSED WITHIN THE FACILITY

EXHIBIT 29
Labor requirements for collection of recovered paper.



a

SEPA
United States
Environmental Protection
Agency
(OS-305)
Washington, DC 20460

Official Business
Penatty for Private Use
$300


1975 to the recent success of the
program developed by EPA's
in-house Recycling Work Group,
which was established in 1988.

Appendices to this manual are provided
as references that may be helpful in
program planning. Included are EPA
guidelines for source separation and
recovery’ (40 CFR Part 246), a list of GSA
contacts for each region of the country, a
sample waste composition study®, and
definitions of paper grades.

1. 40 CFR Part 246

2. Provided by General Services Administration, Region 3,
Federal Supply Service Bureau, Washington, D.C.

3. SCS Engineers, Reston, VA. Based on data from waste
composition studies.

4, Paper Stock Standards and Practices, Circular PS-88,
published by the Paper Stock Institute of America, National
Association on Recycling Industries, Inc.

EXHIBIT7

An employee empties her own collection container full of
recyclable paper into a centrally located container adjacent to a
copy machine. This method decreases labor requirements
because all the recyclable waste has been separated at the
source and concentrated in several locations.


161:1182

FEDERAL REGULATIONS

(4) It is recommended that witere the
report required by § 246.100:f) concerns
an action for which an Environmental
Impact Statement (EIS) is required by
the National Environmental Policy Act.
that the report be circulated together
with the EIS.

(g) {Removed}

{246.100(g) removed by 47 FR 36602,
August 20, 1982]

(g) The report required under §
246.100(e) and (f) shall be made on forms
to be prescribed by the Administrator by
notice in the Federal Register.
[246.100(h) revised and redesignated as
(g) by 47 FR 36602, August 20, 1982]

§ 246.101 Definitions.

As used in these guidelines:

(a) “Agricultural solid waste” means
the solid waste that is generated by the
rearing of animals, end the producing
and harvesting of crops or trees.

(b) “Baler” means a machine used to
compress solid wastes, primary materials,
or recoverable materials, with or with-
out binding, to a density or form which
will support handling and transportation
as a material unit rather than requiring
a disposable or reuseable container. This
specifically excludes briquetters and sta-
tionary compaction equipment which 1s
used to compact materials into dispos-
able or reuseable containers.

(c) “Bulk container" means a large
container that can either be pulled or
lifted mechanically onto a service ve-
hicle or emptied mechanically into a
service vehicle.

(d) “Classified Waste” means waste
material that has been given security
classification in accordance with 50
U.S.C. 401 and Executive Order 11652.

(e) “Collection” means the act of re-
moving solid waste ‘or materials which
have been separated for the purpose of
recycling) from a central storage point.

(f) “Commercial establishment” means
stores, offices, restaurants, warehouses
and other non-manufacturing activities.

‘g? “Commercial solid waste” means
all types of solid wastes generated by
stores, offices, restaurants. warehouses
and other non-manufacturing activities.
and non-processing wastes such as office
and packing wastes generated at indus-
trial facilities.

th) “Construction and demolition
waste” means the waste building mate-
rials. packaging, and rubble resulting
from construction, remodeling. repair.
and demolition operations on pavements,
houses. commercial buildings and other
structures.

Db “Compartmentalized vehicle”
means a collection vehicle which has two
or more compartments for placement of
solid wastes or recyclable materials. The
compartments may be within the main
truck body or on the outside of that body
as in the form of metal racks.

({) “Corrugated container waste”
means discarded corrugated boxes.

dc) “Corrugated box” means a con-
tainer for goods which is composed of an
inner fluting of material (corrugating
medium) and one or two outer liners of
meterial (linerboard).

ub “Federal facility” means any build-
ing, installation, structure, land, or pub-
lic work owned by or leased to the Fed-
eral Government. Ships at sea, aircraft in
the air, land forces on maneuvers. and
other mobile facilities are not considered
Federal facilities for the purpose of these
guidelines. United States Government
installations located on foreign soil or on
land outside the jurisdiction of the
United States Government are not con-
sidered Federal facilities for the purpose
of these guidelines. ;

«m) “Food waste” means the organic
residues generated by the handling. stor-
age, sale, preparation, cooking, and serv-
ing of foods: commonly called garbage.

(n) “Generation” means the act or
process of producing solid waste.

(o) “High-grade paper” means letter-
head, dry copy papers, miscellaneous bus-
iness forms, stationery, typing paper,
tablet shects. and computer printout
paper and cai commonly sold as
“white ledger.” “computer printout”
and “tab card” grade by the wastepaper
industry.

«p) “Industrial solid waste" means the
solid waste generated by industrial proc-
esses and manufacturing.

(q) “Infectious waste” means: (1)
Equipment, instruments, utensils, and
fomites (any substance that may harbor
or transmit pathogenic organisms) of a
disposable nature from the rooms of pa-
tients who are suspected to have or have
been diagnosed as having a communi-
cable disease and must, therefore, be iso-
lated as required by public health agen-
cies: (2) laboratory wastes, such as
pathological specimens (e.g. all tissues,
specimens of blood elements, excreta,
and secretions obtained from patients or
laboratory animals) and disposable
fomites attendant thereto; (3) surgical
ogerating rcom pathologic specunens
and disposable formites attendant
thereto and similar disposable matcrials
from outpatient arcas and emergency
rooms.

(r) “Institutional solid waste” means
solid wastes generated by educational,
health care, correctional and other insti-
tutional facilities.

(s) “Mining wastes” means residues
which result from the extraction of raw
materials from the earth.

(t) “Post-consumer waste" ‘PCW
means a material or product that has
served its intended uce and has teen dis-
carded for dispos‘l or recovery after
passing through the hends of a final con-
sumer.

(uw) “Recoveratle resources” mean‘
materials that still have useful physical,
chemical, or biologic=l properties after
serving their original purpose and can.
therefore, be reused or recycled for the
same or other purposes.

(vy) “Recovery” means the process of
obtaining materials or energy resources
from solid waste.

(w) “Recycled material” means a ma-
terial that is used in place of a primary,
raw or virgin material in manufacturing
@ product.

(x) “Recycling” means the process by
which recovered materials are trans-
formed into new products.

(y) “Residential solid waste’ means
the wastes gencrated by the norma! ac-

Environment Reporter

tivities of households, including but not
limited to, food wastes, rubbish. ashes.
and bulky wastes.

‘z) “Separate collection” means col-
lecting recyclable matcrials which havc
been separated at the point of genera-
tion and keering those materials sepa-
rate from other collected solid waste tn
separate compartments of a single col-
lection vehicle or through the tise cf
separate collection vehicles.

(aa) “Sludge means the accwnu-
lated semiliquid suspension of settled
solids deposited from wastewaters or
other fluids in tanks or basins. It does
not include solid or dissolved material in
domestic sewage or other significant pcl-
Jutants in water resources, such as silt.
dissolved material in irrigation return
flows or other common water pollutants.

(bb) “Solid waste” means garbage
refuse, sludge, and other discarded solid
materials, including solid waste mate-
rials resulting from industrial. com-
mercial, and agricultural operations.
and from community activities, but
does not include solids or dissolved ma-
terials in domestic sewage or other sig-
nificant pollutants in water resources.
such as silt, dissolved or suspended solids
in industrial wastewater effluents. dis-
solved materials in irrigation return
flows or other common water pollutants.
Unless specifically noted otherwise, the
term “solid waste” as used in these guide-
lines shall not include mining, agricul-
tural, and Industrial solid wastes; haz-
ardous wastes; sludges; construction and
demolition wastes; and infectious wastes.

(cc) “Source separation” means the
setting aside of recyclable materials at
their point of generation by the gen-
erator. .

‘dd) “Specification” means a clear
and accurate description of the tech-
nical requirements for materials, prod-
ucts or services, identifying the mini-
mum requirements for quality and con-
struction of materials and equipment
necessary for an acceptable product. In
general, specifications are in the form
of written descriptions, drawings, prints.
commercial designations, industry stand-
ards. and other descriptive references.

(ee) “Stationary compactor” means a
powered machine which is designed to
compact solid waste or recyclable mate-
rials, and which remains stationary
when in operation.

(ff) “Storage” means the interim
containment of solid waste after genera-
tion and prior to collection for ultimate
recovery or disposal.

(gg) “Virgin material” means a raw
material used in manufacturing that has
been mined or harvested and has not as
yet become a product.

Subpart B—Requirements and
Racommended Procedures

§ 216.200 High-grade paper recovery.
§ 246.260-1 Requirements.

High-grade paper generated by office
facilities of over 100 office workers shall
be separated-at the source of genera-
tion, separately collected, and sold for the
purpose of recycling.

[Sec. 246.200-1] 196


APPENDIX C

WASTE COMPOSITION SAMPLING PROCEDURE

1. Separate a representative mixed waste sample
of about 50 Ibs. from a collection cart or stor-
age bin placing it in a container of known vol-
ume and weight.

2. Weigh the sample and estimate the volume
(cubic feet or yards). Example:

o Estimated volume of the sample = 2.5 cu. ft.

(0.09 cu. yd.).
o Gross sample weight 35.6 Ibs.
- container weight 1.0 Ibs.
Net sample weight 34.6 Ibs.

3. Compute density (Ibs./cu. yd.) by dividing net
sample weight (Ibs.) by estimated sample vol-
ume (cu. yds.):

0 34.6 ibs. + 0.09 cu. yrds. = 384 Ibs./cu. yd.

4. Divide the sample into components listed in the
following waste generation and composition
tally sheet, placing each material in a corru-
gated box or other container whose empty
weight has been recorded.

o Weigh each box separately and subtract the
container weight to obtain the net material
weight.

o Compute the percentage of total weight rep-

resented by each material.

These four steps should be repeated several
times in order to develop valid density and com-
position averages.

Total
Sample Weight 34.6 Ibs. Ib. %
Paper
White ledger 13.9 40.2
Coloredledger 1.1 3.3
Computer printout 3.6 10.6
Newsprint 4.3 12.5
Corrugated 1.9 5.6
Books 0.6 2.0
Cardboard files 0.8 25
Other mixed paper 3.2 9.6
Garbage 11 3.3
Metals and Glass 1.7 5.1
Textiles, Plastics
and Wood 0.4 1.6
Special 1.3 3.8
TOTAL 34.6 100.1

5. Once the average density and composition are
known, various conclusions can be drawn.
a. Multiplying the density by the cu. yd. disposed
of each month yields an estimate of total
monthly solid waste generation.

b. Using composition percentages, the total gen-
eration can be broken down into individual
material groups to give an indicatioin of the
quantities of high-grade paper in the

wastestream.
|
| Compactor Number Emptied % Full cu. Yds./
Capacity Per Month When Emptied Month
40 cu. yd. 4 100% 160

| 384 lbs./cu. yd. x 160 cu. yd/month = 61,400 lbs./month or 30.7 tons/month.

Type of High+ Total Waste X of Paper in the Generation
Grade Paper Generation x Waste stream = of Paper
White ledger 30.7 tons/mo x 40.2% = 12.3 tons/mo
Computer

Printout 30.7 tons/mo x 10.6% = 3.2 tons/mo



following:

e Establish a waste paper sales
contract or access an existing

contract.
e Renegotiate a disposal service
contract.
e Develop and implement the

collection and storage system.

e Conduct the employee publicity
and education campaign.

e Continue program operation.

Some of these tasks may be similar to
those for which other personnel are
currently responsible. Part of the program
coordinator’s role will be to work closely
with personnel responsible for these
duties to implement the waste paper
recovery program.

The administrative requirements for these
activities are significant during program
start-up (often the first 3 to 4 months), but
tend to decrease after the program is
underway. Case studies indicate the
importance of initial administrative and
educational activities in maximizing
employee education and participation and
in minimizing contamination !evels. EPA’s
experience suggests that the tendency is
to under-estimate the administrative time
requirements associated with the
implementation and operation of paper
recovery programs. While time required
to coordinate a program will vary
depending upon the size of the
organization, the configuration of the
building, and the services provided by
either existing administrative functions or
the paper sales contractor, a full-time
recycling coordinator or consultant usually
is necessary for the first 3 to 4 months.

PROGRAM PLANNING AND IMPLEMENTATION FLOW CHART

FEASIBILITY STUDY
> Waste stream analysis

DESIGNATE > Evaluation of building layout CONTRACT
PROGRAM | Markets - Preliminary OV ALUATION ee > Request for bids
COORDINATOR > Decide on program type > Negotiate
© Quantity > Award contract
Quality

& Plan program

ESTABLISH SALES

DEVELOP COLLECTION
SYSTEM
> Determine the

CONDUCT EMPLOYEE
EDUCATION AND
PUBLICITY CAMPAIGN

ADMINISTER ONGOING
MONITORING AND
OPERATION

collection system
p> Acquire available or
additional labor,
storage space,
equipment

nd

» Designate program monitors

® Announce program

» Schedule and conduct
education sessions

> Procure publicity materials

» Maintain continuing education}

B® Trouble-shoot new system
» Maintain collection system
» Coordinate with

sales contractor

> Keep records

an]



OFFICE PAPER RECYCLING:
AN IMPLEMENTATION MANUAL

U.S. ENVIRONMENTAL PROTECTION AGENCY
OFFICE OF SOLID WASTE MANAGEMENT
401 M STREET, SW
WASHINGTON, D.C. 20460

January 1990


operation. The program coordinator
should work closely with shipping and
receiving personnel to schedule paper
pickups and ensure that the paper is
properly organized for pickup. The
coordinator should also work with the
waste paper dealer to solve problems
such as excessive downgrading of paper
or late pickups.

The program coordinator should track the
progress and effectiveness of the paper

34

recovery efforts by tabulating recovery
rates, program operation costs, and
revenues from the sale of paper. These
records may provide information for
ongoing publicity memos for employees,
progress reports for management, and
help to determine the average quantity of
paper recovered per employee. All these
help to portray the success of the
program and generate further interest and
compliance.


EXHIBIT 13

This central container measures 5.0 cubic feet. It is made of
white double strength cardboard making it both visible and
attractive in the office environment. Note that the acceptable and
unacceptable materials are printed on the front.

codes, and practical considerations. For
example, some fire codes may prohibit the
placement of containers in hallways or
entrances. If possible, containers should
be stationed in locations accessible and
visible to both general office employees
and collection crews. Central containers
should be placed in computer centers,
record rooms, reproduction rooms, and
other areas where large volumes of paper
are generated.

Central containers may vary in size and
shape from 1.5-cubic-foot cardboard
boxes to 44-gallon rubber or plastic
cylindrical containers with swing lids or
one-cubic-yard canvas hampers. Exhibits
13 to 16 illustrate various designs and
locations used for central containers.
When selecting central containers, the
amount of paper generated per area and
the frequency of collections should be
considered. Small table-top containers

20

may be suitable for general office
locations with cramped quarters or low
Paper generation rates, while larger
containers or bins may be necessary in
areas with high rates of paper generation,
such as photocopy rooms. Each
container should have sufficient storage
capacity to hold the paper between
collections, which may vary from daily to
weekly, depending on the program. Fire
codes can dictate the choice of central
containers. For example, some fire codes
may specify the use of covered
containers, such as bins with fire baffle
lids. These containers can be purchased
through custodial suppliers, the recycling
contractor or other vendor. Put a design
out for bid if the containers available don’t
suit your needs and a large quantity is
desired. Program budgets may play a
role in container selection. Programs with
available funds will probably purchase
permanent containers, such as plastic,
rubber or canvas wheeled bins or
hampers. Programs with budgetary
constraints could use empty copy paper
supply boxes, but be sure these boxes
are clearly marked as recycled paper
containers.

Central containers should be clearly
identified using the same color and
program logo used on the desk-top
containers to avoid being used as trash
containers or thrown away themselves. In
addition, a list of acceptable or
unacceptable items should be posted on
or near each container location. If
computer and high-grade paper are
collected separately, be sure to identify
the type of paper that the container is
intended to hold (e.g., "Computer Paper
Only"). Again, labelling should be multi-
lingual, as appropriate for collection staff




UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460

OFFICE DF
SOLID WASTE AND EMERGENCY AES@UNSE

SUBJECT: PAPER RECYCLING AT WATERSIDE MALL
FROM: Russell E. Train
TO: All EPA Employees

Our Agency will soon initiate at Waterside Mal] the first federal paper
recycling program in the Washington, D.C. area. The object of this program
is to recycle all the high-grade white and off-white wastepaper we generate
at Waterside Mall. As you may know, EPA has proposed that all federal
agencies recycle their high-grade wastepaper. We hope our program will
serve as an example for these agencies. As we approach the Agency’s fifth
anniversary, it is significant that this program presents a rare opportunity
for every individual to contribute personally and tangibly to a collectively
significant environmental improvement effort.

By recycling our high-grade wastepaper, we can recover over half of all
the waste that leaves EPA’s buildings. A contract recently signed for sale
of our paper will bring revenues of approximately $50 per ton to the U.S.
Treasury. This is in addition to the fact that recycling conserves energy
and natural resources and protects our land from overburdens of waste.

The recycling program at Waterside Mall will be simple; only small
changes in our daily habits are required. Each employee will have a
desk-top container into which he or she will place white and off-white
wastepaper. When the container is filled, about once a week, the employee
will empty the accumulated paper into a designated box at conveniently
located recycling stations on each floor. These stations will be clearly
marked with our USE IT AGAIN, SAM slogan and will be located at a place
which each employee frequents in the course of his or her normal business
day.

A series of slide shows will be given to acquaint each employee with
the program. A schedule of these will be distributed within the next two
weeks. I urge each of you to attend. In addition to the slide shows, the
Office of Solid Waste Management Programs will provide assistance as
required.

Within the next week, program coordinators from that office will
identify convenient recycling station locations and answer questions.

The success of this program depends upon everyone’s cooperation.

BIT
The program kick-off memo used at EPA headquarters to introduce the paper recovery program.

46



TO: ALL ABC COMPANY EMPLOYEES

FROM: JANE DOE, PRESIDENT

DATE: MAY 24, 1989

SUBJECT: OFFICE PAPER RECYCLING AT ABC COMPANY

Studies show that each office worker throws away an average of a half-pound of
recyclable paper every day. That’s the equivalent of (X) tons a year from our office
alone. This means that over (Y) trees and (Z) gallons of oil are needed each year just
to keep our office afloat in paper.’ We're starting a recycling program to put this
paper to better use. By recycling, we'll lower our garbage disposal costs, earn
revenue from the sale of our paper, and do our part to improve the environment.

Participation in this program will require only small changes in your daily habits. You
will be given a desk-top container for storing white paper and computer paper. When
your desk-top container is full, simply empty the contents into the central container
nearest your desk. The locations of the central containers will be:

NEXT TO ALL OF THE COPY MACHINES;
ROOMS 200, 319, AND 452;
OUTSIDE THE COFFEE ROOM.

Please attend a short orientation session to learn more about how the program works.
Three fifteen minute sessions have been scheduled for June 15, 1989. The sessions
will start at 9:30 AM, 10:30 AM, and 1:30 PM. Your supervisor has a sign up sheet.

Your participation in this program does make a difference! For every piece of paper
you recycle, you will:

e Protect the environment and save natural resources.

e Conserve scarce landfill space.

e Save money for our company.

If you have any questions about the program, please contact JOHN SMITH, at
Extension 4635. Thanks for your cooperation.

1 X = (# OF EMPLOYEES) x (0.5 LBS.) x (240 WORKING DAYS PER YR)/2,000 LBS.
Y = (17 trees) x (X tons of paper)
Z = (682.5 gallons of oil) x (X tons of paper)

Reference: Your Office Paper Recycling Guide. San Francisco Recycling Program,

EXHIBIT 24
Amodel for a typical kick-off memo for announcing an office paper recycling program.

30



TABLE 3

ASSUMPTIONS USED IN ESTIMATING RATES, TIME, AND
EXPENDITURES ASSOCIATED WITH WASTE PAPER RECOVERY PROGRAMS

A)

B)

Cc)

D)

E)

Mixed High-Grade Paper Recovery

General offices or offices w/o

significant computer usage
(assume computer printout
generation is much less
than for white ledger)

Banks and insurance companies or
offices w/significant computer
usage
(assume computer printout
generation is equal to or
greater than that for white
ledger)

Percent Recovery

Weight-to-Volume Conversion
(for loose paper)

Administrative Labor for the
Recycling Coordinator

1. Start-up labor
(during months 1 & 2)

2. Labor to maintain the program
(for month 3+)

Custodial labor to pick up
waste paper from central containers

0.5 lbs/employee/day“?)

1.0 Ibs/employee/day®

60 - 70%)

1 ton = 5 cu/yd non-compacted

= 3 cu/yd compacted

10 hrs/100 employees/month
2.25 hrs/100 employees/month

8 hrs/100 employees/month



coordinator and program monitors are
available to communicate with the
collection staff.

Collection personnel must begin servicing
central collection containers as soon as
the program begins. In large buildings, it
may be beneficial to conduct a "dry run"
before program implementation and to
ensure that each collector has a floor plan
showing where central containers are
located. In this manner, the collection
staff becomes familiar with central con-
tainer locations and the most practical
collection routes. A month of program

operation will serve to establish appropri-
ate collection routes, the proper frequency

{BIT
The custodial staff services both the paper and other waste
containers simultaneously. The paper wastes are collected in
clear plastic bags and other waste in black plastic bags.

of collections, and any added labor

requirements.
C ion Equi

The collection and movement of
recovered office paper can be integrated
with other materials handling activities
within the facility, such as maintenance,
mail and supply distribution, or waste
collection. Existing equipment may be
available for the collection of office paper.
Collection and handling equipment
commonly used in office buildings for
paper recovery programs includes:

e Wheeled canvas bins or barrels.
e Mail carts.

e Canvas bags.

e Hand carts, dollies or gurnees.
e Forklifts.

e Balers.

If existing equipment is unsuitable or
unavailable, leasing of equipment from the
waste paper dealer (as part of the
contract) or purchase of additional
equipment may be necessary. Factors to
be considered when __ purchasing
equipment include hallway width, doorway
width, type of floor covering, and freight
elevator size. Wheeled bins are the most
common transport equipment (Exhibit 19).
Some programs use 44-gallon containers
both to collect and transport the paper
similar to that shown in Exhibit 20. When
the central collection container is full, it is
simply wheeled to the main storage area,
emptied, and returned to the floor or
replaced with an empty container.

23


i i 2

White or natural-colored high-grade waste
paper products acceptable under most
source-separation recovery programs are:

e White typing, writing, photocopy
(xerographic), letterhead, and
scratch paper.

e Computer printout paper (white
bond and color striped).

e Index cards.
e Tabulating cards.

Items generally unacceptable in a high
grade office paper recycling program are:

e Colored "sticky" note slips (with a
strip of adhesive on the back).
e Envelopes with plastic windows.

e Carbon paper and other sensitized
paper.

e Colored paper.

« Newspapers, magazines, books,
and glossy or slick paper.

e Cardboard or chipboard.
e File folders.

e Chemically coated paper, gummed
labels, adhesives, tablet bindings.

e Blueprint paper.
e Film, photographs, or scotch tape.
e Rubber bands, plastics.

e Facsimile Machine (FAX) paper.
with

e Paper and food

contamination.

cups

EXHIBITS

Central containers usually consist of plastic or cardboard. They
should be appealing and clearly labeled. Often baffle lids are
required to comply with fire codes and some have slit-type lids
to discourage disposal of food in containers.

The Desktop System

EPA studies indicate that the desk-top
container system is effective in "skimming"
a specified grade of recyclable paper from
the office waste stream. The desk-top
system surpasses the other two systems
in employee participation, the value and
percentage of the waste stream
recovered, and in minimizing the amount
of contamination found in the recycling
containers.

There are several reasons for this

favorable performance:

e Use of the small, accessible,
desk-top container quickly
becomes habitual. The containers
are visible and thereby yield good
participation rates. Employee
productivity is unchanged and


APPENDIX D

PAPER GRADE DEFINITIONS

(42) Computer Printout: Consists of white sulphite or sulphate papers in forms
manufactured for use in data processing machines. This grade may contain colored
stripes and/or impact or non-impact (e.g., laser) computer printing, and may contain not
more than 5% of groundwood in the packing. All stock must be untreated and
uncoated.

Prohibitive materials. None permitted

Total Outthrows may not exceed.

(40) Sorted White Ledger: Consists of printed or unprinted sheets, shavings,
guillotined books, quire waste, and cuttings of white sulphite or sulphate ledger, bond,
writing paper, and all other papers which have a similar fiber and filler content. This
grade must be free of treated, coated, padded, or heavily printed stock.

None permitted
2%

Prohibitive materials
Total Outthrows may not exceed.

(30) Hard White Shavings: Consists of baled shavings or sheets of all untreated white
bond ledger or writing papers. Must be free from printing and groundwood.

None permitted
2%

Prohibitive materials
Total Outthrows may not exceed.

(37) Manilla Tabulating Cards: Consists of manila-colored cards, predominantly
sulphite or sulphate, which have been manufactured for use in tabulating machines.
This grade may contain manila-colored tabulating cards with tinted margins.

Prohibitive materials.........ccccccsscsseeseereteeeeeeee None permitted
Total Outthrows may not exceed. 2%

OUTTHROWS

The term "Outthrows" as used throughout this Appendix is defined as "all papers that are
so manufactured or treated or are in such a form as to be unsuitable for consumption as
the grade specified."


agement and the Office of Solid Waste
and Emergency Response.

Work Group initiatives conducted during
4988 and 1989 in conjunction with the
high-grade waste paper recovery program
include:

« Hiring one full-time employee to
address in-house recycling
programs at EPA and outreach to
other Federal agencies.

e Designating one official recycling
coordinator/monitor for each
program office within EPA.

e Making spot checks at EPA offices
in Waterside Mall; noting the
absence of recycle boxes,
distributing cards (see Exhibit 31)
to each office reminding them that
desk-top and secondary containers
are available free of charge at the
supply store, distributing recycling
boxes, providing them with a

telephone number to call for paper
pickup, and a contact for in-
formation requests on the program.

Recommending that the Crystal
City and Fairchild buildings housing
EPA employees be included in the
waste paper collection program in
place at Waterside Mall.

Conducting a one-week waste
stream analysis to estimate the
effectiveness of the paper recovery
program and distributing a memo
to employees reporting the results.

Implementing a_ “friendly” ad-
ministrative enforcement program
whereby recycle reminders will be
posted when spot visual checks

reveal inadequate program
participation at a given office
(Exhibit 32).

Including information about re-
cycling into new employee

orientation sessions.

Supply Store (G-100)

Call:

i, U.S. Environmental Protection Agency
i Paper Recycling Program

@ Desk Top Containers and Boxes are available -FREE- at the

FOR PAPER PICK-UP CALL 382-2140
For general information on the EPA Recycling Program

Look for Glass & Aluminum Recycling Programs Soon!

EXHIBIT 31

A3x5 inch card was distributed to employees when an absence of recycling containers is noted.

47


including letterhead, copy paper
and business cards.

e Continuing efforts for recycling
other materials (glass and
aluminum) inside the EPA building.

In addition, the Work Group is expanding
the high-grade paper recovery program to
include bulk paper grades and
newspapers in compliance with the District
of Columbia’s recycling mandate. Thus,
EPA is purchasing desk-top and central
collection containers for collecting various
grades of paper. The Recycling Work
Group and coordinator have stepped up
employee education efforts and collection

frequencies to meet the needs of the
expanding program.

Current Program Operations

Exhibit 33 illustrates the trends in monthly
quantities of waste paper collected at EPA

headquarters over the past three
contracts (1986-87, 1987-88 and
1988-89). Each succeeding contract

period surpassed the other in total
quantity collected:

e 185.5 tons in 1986-87 at $30.00/ton
for white ledger for a total of
$5,565.

MONTHLY QUANTITIES OF
HIGH-GRADE WASTEPAPER COLLECTED
AT EPA HEADQUARTERS
(December 1986 - April 1989)

70 <

f

Pounds of High-Grade Wastepaper Collected
(Thousands)
&

30
20
10 T T T T T T T T T T 1
Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
Months
EXHIBIT 33

49


PLANNING, IMPLEMENTATION, AND OPERATION

Besides committed individual employee
enthusiasm and participation, successful
high-grade office paper recovery
programs that use the desk-top system,
have several key elements in common:

e An enthusiastic and knowledgeable
program coordinator.

A secure market for the recovered
paper.

A simple and reliable collection and
storage system.

An effective employee education
and publicity campaign.

A reliable method of continued
program administration.

Strong visible from

management.

support

The procedures discussed below will help
establish a successful program with these
key elements in place. Exhibit 8 presents
a flow chart of the major activities that will
be discussed.

DESIGNATING A PROGRAM
COORDINATOR

No program can be successful if people
don’t join in. Yet participation isn’t
enough. Each office paper recovery
program needs a program coordinator to
administer the planning, implementation,
and operation of the program and to act
as a liaison among upper management,
building managers, maintenance super-
visors, employees, and sales contractors.
Good program coordination is crucial to

10

the success of the recycling program. As
such, it should be an official function, not
a volunteer duty to do in one’s spare time.
Planning and organizational _ talent,
coupled with enthusiasm and an ability to
communicate with others, are qualities
sought in the program coordinator.
Ideally, his/her interest areas should
include cost and waste reduction and
environmental control. Personnel at the
administrative level who are eager to
become recycling specialists and use their
abilities are possible choices for
coordination work.

In most cases, one person is assigned or
requests to be the program coordinator.
However, in large buildings, or when one
individual does not have sufficient time to
perform the task, more than one person
may be assigned on a_ part-time or
full-time basis. Having more than one
coordinator assures that someone always
will be available to oversee the program.

In multi-tenant office buildings, the
program coordinator should be selected
from the organization with the largest
number of employees housed within the
facility. One person from each tenant
organization should be designated to
oversee his/her organizational program,
assist the program coordinator in sched-
uling education sessions, and perform
other program implementation activities.

The duties and responsibilities that
accompany the operation of the waste
Paper recovery program may require the
program coordinator(s) to perform the