Resources – Operations & Maintenance

The resources below are provided to assist in improving the operations and maintenance of electronic equipment, including power management and paper consumption. This section also includes resources designed to help your organization extend the life of its equipment. Partners should also check to see if their state has additional requirements or technical assistance opportunities. [Go to State Links.]

Equipment donation and recycling resources can be found under end-of-life management. Additional resources will be added to this section as they are developed or identified.

Overview
Purchasing Energy Efficient Office Equipment
Power Management
Data Center Energy Efficiency
Paper Consumption
Extending Product Life
Additional Resources

Overview

Improving Operation and Maintenance of Electronic Equipment Old title: Operation and Maintenance Walkthrough
This tool was developed by the Federal Electronics Challenge and walks through some simple steps that your facility can take to improve the operation and maintenance of your electronics in three areas: energy conservation and efficiency; printing and copying; and extending product life.
EPA Region 8 Standard Operating Procedure (SOP) For IT Asset Management (Word) (PDF)
This document provides a detail map of the process by which information technology (IT) assets are managed throughout their lifecycle from purchase to final disposition. This guidance can help to reduce lifecycle costs of electronic equipment, streamline, and improve existing asset management practices.

Purchasing Energy Efficient Office Equipment

Acceptable Use Guidelines for Printers – Policy (PDF) - June 2012
This document sets forth EPA Region 8 policy for responsible management of desktop printers and establishes criteria for the purchase of new desktop printers.
Several Partner-only Webinars have provided overviews of EPEAT and green computer procurement.
- EPEAT 101 - June 2, 2011
- Green Procurement - April 15, 2010
- Greening Electronics Procurement with EPEAT™ - April 15, 2008
Computer Equipment
All EPEAT^® registered products are, by definition, ENERGY STAR® qualified. Visit www.epeat.net for a complete listing and searchable database of EPEAT registered products. For more information on ENERGY STAR^® requirements, click on links below.

Computers and Notebooks

Monitors
Imaging Equipment
New ENERGY STAR specifications for imaging equipment became effective in April 2007. Visit the websites linked below to learn more about new specifications for printers, copiers, fax machines and scanners, and find ENERGY STAR qualified equipment.

Copiers and Fax Machines

Printers, Scanners, All-In-One Devices
Enterprise Servers and Data Centers
This link highlights initiatives of the ENERGY STAR program to promote energy efficiency for enterprise servers and data centers.

Power Management

Power Management for Computers and Other Office Equipment
This resource guide addresses common questions that energy managers, facility managers, and IT administrators have about the power management of computers and other office equipment.

Power Management - Practical Things You Can Do to Save Energy
This PowerPoint, presented on the January 2011 SEC Partner Only Webinar, provides practical information on how to activate energy savings features on computers and monitors within an organization. The presentation also documents the potential return on investments of executing power management.
Power Management: Strategies for Energy-Efficient Use of Computers & Other Plug-Load Equipment
This Partner-only PowerPoint presentation discusses energy efficiency strategies that were implemented in a variety of office and educational settings for a wide range of devices, including water coolers, vending machines, and imaging equipment, and the cost and energy results of the pilot.
Power Management - Partner Successes and Challenges
- City of Riverside, California
- Borough of State College, Pennsylvania
These presentations highlight examples of power management strategies and systems by Challenge Partners.
Reducing Energy Use Through Smarter Computer Power Management - PowerPoint Presentation
A comprehensive PowerPoint presentation about power management options and how to apply them has been developed by the EPA and Office of the Federal Environmental Executive as part of the Greengov initiative.
CSCI Power Management System Design Guide
The Climate Savers Computing Power Management System Design Guide is a reference document on how to build energy‐efficient, power-managed client platforms. Specifically, this guide presents guidelines and recommendations to achieve Standby (S3) state reliability, while reducing Standby, Resume, and Sleep latencies resulting in positive user experiences.
Promotional Poster
The State Electronics Challenge has a poster available for download that can be customized and posted to educate employees about powering down computers at the end of each day: Power Down (PPT).
Case Studies
The Responsible Purchasing Network has developed two case studies that report on power management and decreased paper usage in office settings:
- Law Office (PDF)
- Illinois Department of Children and Family Services (PDF)
ENERGY STAR® Power Management Website
Learn how computer power management, or “sleep” features can save your organization as much as $75 per system annually. Instructions, software, savings calculators, and other resources are available at the ENERGY STAR Power Management Website.
Answers to Frequent Questions: "Enabling" ENERGY STAR® Features and Power Management
This document, developed by the Federal Electronics Challenge program, provides basic tips on "enabling" ENERGY STAR features on computers and power management settings.
EPA Region 8 Standard Operating Procedure (SOP) For IT Equipment Power Management and Reporting (Word) (PDF)
This document provides a detailed model for a standardized process to monitor and report on power consumption of PC monitors and standard IT devices.
New York Energy $martSM Offices Project
This project of the New York State Energy Research and Development Authority (NYSERDA) outlines in detail six steps to developing and implementing an energy saving program. The site includes sample fact sheets for outreach to different stakeholders, a power management calculator to estimate cost savings, and case studies of city, school district and university energy efficiency initiatives.
Strategies for Energy-Efficient Use of Computers and Other Plug-Load Equipment
This PowerPoint presentation by the New York State Energy and Resource Development Authority was presented on the May 15, 2008, SEC Partner Webinar. It provides an excellent introduction to power consumption and energy efficiency strategies for computers and other office equipment. Case studies illustrate cost savings opportunities for different equipment types found in offices, universities, and school districts.
Enterprise Desktop Power Management Standards
These comprehensive standards were established by the Commonwealth of Massachusetts in September 2008. The purpose is to establish minimum power management requirements that will result in significant reductions in the energy consumption of the thousands of Personal Computers (PCs) and workstations used throughout the Commonwealth of Massachusetts Executive Department agencies.
Sample Language for Power Management and Powering Down Policies
This document developed by the Federal Electronics Challenge outlines the benefits of personal computer power management and provides sample language for an Energy Saving Policy focused on personal computers.
Sample Information Technology Standard for Power Management
The United States Department of Justice has signed an Information Technology Standard for Power Management, along with a cover letter introducing the standard. This is an excellent example of a power management policy which outlines roles and responsibilities, implementation guidance, and a limited exemption process.

Data Center Energy Efficiency

Report to Congress on Server and Data Center Energy Efficiency
This EPA website and report provides data on current trends and costs of data centers and outlines opportunities for improving energy efficiency.
Data Center Energy Management website, Lawrence Berkeley National Laboratory
This website provides tools and information to help facilities capture energy-efficiency opportunities in the design of new data centers or retrofitting existing centers. The website includes best practices checklists, self-benchmarking tools, and case studies.
The Green Grid
The Green Grid is a consortium of information technology companies and professionals seeking to lower the overall consumption of power in data centers. On their website you can download white papers that provide guidelines, analysis, and metrics for energy efficiency of data centers.

Paper Consumption

Poster about the financial impacts of inkjet and laser printers (PDF) - June 2012
This poster, from EPA Region 6, makes the clear message that inkjet printers are much more costly to operate than laser printers, and encourages users to switch to laser printers.
Poster showing dramatic visuals & messages about paper usage (PDF) - June 2012
EPA Region 8 created a cityscape showing the usage of paper over a 9 month period – 4 million sheets of paper “stacked up, that translates to 1,549 feet of paper, almost as tall as the Shanghai World Finance Center”.
Poster promoting paper and energy conservation (PDF) - June 2012
Kick the Habit Poster - Decrease Printer Usage (PDF) - June 2012
Network Printer Survey – EPA Region 8 (PDF) - June 2012
EPA Region 8 has engaged in a multi-year effort to decrease the number of printers in its offices. This survey was an initial step to determine current printer use patterns, priorities, and practices.
Acceptable Use Guidelines for Printers – Policy (PDF) - June 2012
This document sets forth EPA Region 8 policy for responsible management of desktop printers and establishes criteria for the purchase of new desktop printers.
8 things you can do to save money and reduce your environmental footprint when you print! (Word) - June 2012
Additional Things You Can Do to Reduce Paper Usage (Word) - June 2012
Memo Regarding Removing Desktop Inkjet Printer (Word) - June 2012
Memo from the EPA Region 6, Acting Regional Administrator, explaining the decision to remove excess desktop inkjet printers.
Case Study – Electronics Stewardship Policy (Word) - June 2012
The U.S. Environmental Protection Agency (EPA), Region 6 analyzed the environmental and financial impact of printers and developed and implemented a strategy for printing management that resulted in significant environmental and financial benefits.
How to Print Confidential Documents Using a Password (Word) - June 2012
Step-by-step instructions for printing confidential documents.
How to Print, Copy, Scan, & Other Functions for Several Models of HP Printers (Word) - June 2012
EPA Region 6 provides step-by-step instructions on how to use several models of HP printers, including photographs.
How to Use the Virtual Printer (Word) - June 2012
Need to print off an email or website so you’ll have a copy? Did you know that anytime you have the option to print something in any program, you can print to a virtual printer? Detailed step-by-step instructions about how to take advantage of this paperless strategy are provided.
File Organization Tips: Suggestions for Managing Files & Folders (Word) - June 2012
There are a lot of advantages to storing documents electronically. In order to experience all the benefits of using electronic files, you will need to have a strategy for managing files and folders. This article provides some tips that may help with this task.
How to Use Short Cut Keys, Including Files you Misplaced (Video) - June 2012
Step-by-step guidance, including showing you how to search and use short cuts already available as part of the computer operating system. 10 minutes.
How to Use Duplex Features (Video) - June 2012
This 4-minute video shows how to duplex on two Canon copiers.
How to Use the Print Screen Feature in Multiple Applications (Video) - June 2012
This 3-minute video demonstrates how to use the print screen feature to enhance communications, appointments, and save resources and time.
How to Turn Paper Files into Electronic Files (Video) - June 2012
A demonstration of how to use scanners to make PDF files. 3 minutes.
Partner-only Webinars – May 17, 2012
- Print Management - Stephen Sturdivant, EPA Region 6
- Printer & Paper Reductions – Kim Bartels, EPA Region 8
Environmental Paper Network
This website provides educational materials and tools for evaluating and reducing paper use, and purchasing environmentally preferable paper.
Promotional Poster
The State Electronics Challenge has a poster available for download that can be customized and posted to educate employees about double-sided copying and printing: Double-Sided Copying and Printing (PPT).
Case Studies
The Responsible Purchasing Network has developed two case studies that report on power management and decreased paper usage in office settings:
- Law Office (PDF)
- Illinois Department of Children and Family Services (PDF)
Ink Savings as Part of a Paper & Energy Management Program
This PowerPoint presentation details a pilot program run by the Illinois Environmental Protection Agency, how it worked and the results.
Paper Standards Comparison Chart
The Responsible Purchasing Network (RPN) has developed a Paper Standards Comparison Chart about paper eco-labels. There are currently over 300 unique eco‐labels that certify many different types of products. RPN created this Paper Standards Comparison Chart to reduce the confusion associated with environmentally preferable paper and allow purchasers to better understand the characteristics of relevant eco‐labels. The chart focuses on helping purchasers identify labels that directly address the environmental attributes of paper and paper production.
City of Seattle Paper Cuts Campaign
This City of Seattle, Washington website provides a wealth of information about paper conservation and best practices in the City of Seattle and beyond. From the site, you can access Seattle’s paper policies and Executive Order, as well as Frequently Asked Questions. The resource page also provides links to federal, regional, state, and university paper conservation programs and best practices.

Environmental Defense Paper Calculator
Environmental Defense’s Paper Calculator is a web-based tool that enables companies, communities, schools other organizations to understand and improve their daily paper use. For each of thirteen major grades of paper and paperboard, it allows the user to compare the environmental impacts of papers made with different levels of recycled content, and to see how using less paper or changing other specifications can reduce environmental impacts.
EPA Region 8 Standard Operating Procedure (SOP) For Network Common Use Printer Settings & Paper Consumption Reporting (Word) (PDF)
This document provides a detailed model for a standardized process to address the use of duplex printing and copying, and the subsequent data collection for reporting network common printer paper consumption.

Extending Product Life

Extending the Life of Electronic Equipment
This resource developed by the Federal Electronics Challenge provides guidance to agencies and facilities on extending the life of electronic equipment in use at their organization.
PowerPoint Presentation about extending the life of electronic equipment, updated September 2010.
Keeping Old Computers Alive
This article by TechSoup provides tips on increasing the useful life of computers by performing simple tasks such as removing unnecessary software, keeping anti-virus and anti-spyware programs up to date, and upgrading hardware.

Additional Resources

Compressed Air Dusters and Environmental Concerns
This fact sheet developed by the Federal Electronics Challenge reviews some of the environmental concerns related to compressed air dusters, which are commonly used to clean electronics.