Better Practice Checklist - 25. Managing the environmental impact of information and communications technology (ICT)
December 2007
Download PDF of ICT Environmental Impact Checklist [
- 713 KB]
Introduction
Australian Government agencies are major consumers of information and communications technology (ICT) products and services. To better manage and reduce the environmental impacts from the use of ICT, several Australian Government policies encourage agencies to consider the effect of ICT on the environment.
The e-Government strategy, Responsive Government: A New Service Agenda, released by the Australian Government in 2006, notes that electronic delivery serves the government’s environmental objectives by helping to reduce paper, energy consumption and greenhouse gas emissions. It also states that connected government provides greater opportunities for agencies to share and re-use technology, reducing overall infrastructure costs.
The Energy Efficiency in Government Operations Policy, also released by the Australian Government in 2006, seeks to improve energy efficiency and reduce the whole of life cost and environmental impact of government operations. The policy sets targets for reduction in energy intensity of government agency operations.
Government agencies can reduce the impact of their ICT activities on the environment by adopting sound operating principles and practices.
Why is the Checklist needed?
This checklist has been developed in response to the report, Measures to Support Environmentally Friendly ICT, released in 2005 by the Australian Government. The report proposed that staff in government agencies be assisted to manage the environmental impact of ICT products and services through a Better Practice Checklist.
The checklist is intended raise awareness of the impact that government ICT resources have on the environment. It provides information and acts as a guide to agency staff responsible for managing ICT products and services. The checklist should be read in conjunction with Better Practice Checklist, ICT Asset Management.
Agencies might use the checklist in the following manner:
- to identify existing practices within their agency that already address management of the environmental impact;
- to identify priority areas for improvements; and
- to develop policies and plans to implement improvements in managing the environmental impact.
It should be noted that this checklist is not intended to be comprehensive. Rather, it highlights key issues for agencies to consider when managing ICT resources. The checklist is iterative and the issues are reviewed and updated to reflect developments.
Why is it important to consider the impact of ICT on the environment?
The rapid growth in the use of ICT across Australia has prompted government agencies to consider how to better manage and reduce the potential environmental impacts resulting from using ICT products and services.
Management of the environmental impact of ICT products and services within agencies should be an ongoing and evolving activity. It is anticipated that agencies’ approaches will vary depending on specific project requirements, their individual progress on the management of the environmental impact of ICT, resource availability, priorities and constituency expectations.
Through better purchasing, use, recycling and disposal of ICT products and services agencies can reduce the Government’s carbon footprint.
Key resources
Responsive Government: A New Service Agenda (2006). Department of Finance and Deregulation.
Australia's Environment: Issues and Trends 2007 [
]. Australian Bureau of Statistics.
Australia State of the Environment Report 2006 []. Australian State of the Environment Committee.
Measures to Support Environmentally Friendly ICT (2005). Department of Finance and Deregulation.
Cross Portfolio Audit of Green Office Procurement Report [] (2005-06). Australian National Audit Office
Green Office Guide [] (2001) Environment Australia.
Energy Efficiency in Government Operations (EEGO) Policy [] (2006). Department of the Environment, Water Heritage and the Arts.
Acknowledgements
The material in this checklist is a result of research and analysis undertaken by a number of agencies which include, Department of the Environment, Water, Heritage and the Arts, Australian National Audit Office, Australian Bureau of Statistics, and the Productivity Commission.
Comments
Comments about the checklist can be directed to:
Green ICT Team
Australian Government Information Management Office
Department of Finance and Deregulation
King Edward Terrace
Parkes ACT 2600
Email: greenict@finance.gov.au
How to complete the checklist
To complete the checklist on page 7, you should refer to the requirements for each checklist question detailed below.
Procurement of ICT Products and Services
Environmental issues in relation to ICT products and services occur at any or all stages of the product’s life cycle. This includes raw material acquisition, manufacture, distribution, use and disposal. When procuring new ICT products and services it is important to consider their impact on the environment.
1. Have you included the environmental impact of ICT products and services in procurement plans?
Australian Government policy requires agencies to consider relevant environmental costs and benefits, such as disposal costs or operating energy consumption, as part of the value-for-money equation in procurement decision-making. The following guidance will assist agencies to consider environmental issues when developing procurement plans.
- Under the Commonwealth Procurement Guidelines, agencies must make a whole-of-life assessment of the costs of alternative procurement processes or solutions. This includes consideration of all relevant direct and indirect benefits and costs over the whole procurement cycle; and the anticipated price that could be obtained, or cost that may be incurred, at the point of disposal of the asset. www.finance.gov.au/publications/fmg-series/01-commonwealth-procurement-guidelines.html
- Agencies need to be methodical and analytical about the way they assess, select and manage their ICT sourcing requirements - this requires much more than a series of one-off purchasing decisions. Guidance is provided in the Guide to ICT Sourcing for Australian Government Agencies.
- The Environmental Purchasing Checklist - Personal Computers and Monitors suggests environmental criteria to be used when purchasing personal computers and monitors. www.environment.gov.au/settlements/publications/government/purchasing/computers.html []
- The Green Office Guide has been prepared to provide assistance in buying environmentally friendly office equipment. www.environment.gov.au/settlements/publications/government/purchasing/green-office-guide/index.html []
- Look for the Energy Star label when purchasing ICT equipment. The Australian ENERGY STAR program is a joint initiative of the Australian, state and territory governments. www.energystar.gov.au []
- Ensure that environmental issues are included in all procurement documentation such as the Request for Tender, Contract and Tender Evaluation Plan.
2. Have you considered the environmental impact of the ICT products and services being procured?
When purchasing ICT equipment consider the impact that the equipment many have on the environment.
- It may be more energy efficient to replace old equipment rather than maintaining it.
- Consider the use of notebook computers where appropriate. Notebooks use 90 per cent less energy than desktop personal computers.
- Before purchasing new products such as printers and scanners, determine whether it is possible to network existing or new devices.
- Consider what types of batteries (nickel-cadmium, nickel hybrids or lithium ion) will be supplied with the ICT products.
- Check that new ICT equipment can operate with recycled paper and that cartridges can be recycled.
- Consider purchasing LCD monitors which use less energy than CRT monitors.
- If you are procuring for a data centre consider taking steps to ensure that the computer systems and the building have all been designed for maximum energy efficiency and minimum negative environmental impact.
- Consider purchasing multifunction devices that can print, copy, fax and scan.
- Consider how packaging for ICT products and services can be minimised and how it will it be re-cycled? (for example cluster packaging of bulk supply of computers is recommended).
3. Have you allocated resources for management of the environmental impacts of ICT products and services?
When developing a business case and procurement plan, it is important to allocate personnel and other resources for managing the environmental impacts of ICT products and services that you are acquiring.
- Identify an asset manager to track the ICT products and services across their full life cycle (from the design of the tender process, the tender selection itself, operational phase, and the disposal phase at the end of initial life.
- Set up an ICT asset monitoring system, including an ICT asset register. See Better Practice Checklist www.finance.gov.au/publications/better-practice-checklists/index.html
Use and Operation of ICT Products and Services
4. Have you implemented polices and practices that encourage good environmental awareness and practice in the use of ICT?
Government agencies can reduce the impact of their ICT activities on the environment by adopting sound operating principles and implementing good practice in daily operations. The following points will assist in the development of policies and guidance within agencies.
- The Green Office Guide provides guidance on how to reduce operating and environmental costs, including greenhouse gas emissions. www.environment.gov.au/settlements/publications/government/purchasing/green-office-guide/index.html []
- Using ICT equipment efficiently may lengthen the lifetime of the equipment.
- Consider using ICT for teleconferencing rather than face to face meetings to reduce the environmental impact associated with commuting.
- Consider instituting education and training to increase awareness, knowledge, skills and attitudes leading to environmentally responsible practices and behaviour.
- Switch off ICT equipment outside of work hours
- Switch off computers when not in use during the day. If a computer it not in use for 30 minutes it should be switched off.
- If ICT equipment cannot be switched off, activate standby or sleep mode.
- Switch off the monitor of a computer acting as a network server which must remain on.
- Consider making double sided printing the default setting in printers.
- Only use colour printing when necessary, and minimise use of colour when formatting documents.
- Think twice before printing documents that can be reviewed electronically, particularly drafts and emails.
- Encourage staff to change computer monitor view options (font size, text/background colour etc) to enhance on-screen readability and reduce the need to print.
- Consider replacing paper based material and information, including letters and forms, with online information where possible.
- Implement electronic document record management systems in accordance with policies and guidance from the National Archives of Australia. www.naa.gov.au/records-management/publications/Digital-recordkeeping-guidelines.aspx []
- Consider teleworking and online collaboration as a way to reduce environmental impacts of commuting.
- Communicate with staff about ways to reduce printing and use of storage space.
5. Have you considered implementing environmental monitoring and management systems?
- Government agencies can make significant cost savings and increase efficiency by using an Environmental Management System (EMS). An EMS is a tool for measuring and improving an organisation's compliance with regulations and management of environmental risks.
- Guidance on implementing an EMS and a model EMS for Australian Government agencies is available at: www.environment.gov.au/land/management/ems/index.html []
Re-use, Recycling, and Disposal of ICT Products and Services
6. Have you prepared an environmentally sound disposal plan for ICT products and services no longer required?
Disposal plans for ICT resources should consider the impact that the disposal action will have on the environment. The following issues should be considered when documenting and managing the disposal of ICT resources.
- Identify whether the ICT products can be re-used or recycled.
- Update asset management records to reflect disposal, re-use or recycling of ICT products.
- Scan ICT products to determine if discovery data should be removed from the product prior to disposal, re-use or recycling. Discovery data includes CPU type/speed, size of RAM, size of hard drive, serial number, components and peripherals, location, operating systems and software installed.
- Consider security issues in relation to any data being sanitised or cleared prior to disposal, recycling or re-use. Does the data or the equipment attract the provisions in the Commonwealth Protective Security Manual (PSM) or the Australian Government Information and Communication Technology Security Manual ASCI 33. http://www.ag.gov.au/www/agd/agd.nsf/Page/RWPE30AA68A4D5313EACA2571EE000AAF9F [] www.dsd.gov.au/_lib/pdf_doc/acsi33/acsi33_u_0904.rtf []
7. Have you identified methods or means by which ICT products and services can be
re-used or recycled?
When considering the disposal of ICT products, agencies should identify opportunities for recycling or re-use.
- Make recycling decisions taking into consideration the National Government Waste Reduction and Purchasing Guidelines. www.environment.gov.au/settlements/publications/government/purchasing/waste-reduction.html []
- Consider programs that provide free or subsidised computers to the community. The Department of Broadband, Communications, and the Digital Economy maintains a list of these programs. http://www.archive.dbcde.gov.au/2009/may/community_connectivity/subsidised []
- Consider recycling toner cartridges, and using recycled toner cartridges, rather than purchasing new cartridges.
- Recycle ICT equipment packaging.
- Monitor contract performance in relation to re-use and recycling clauses in your contract for ICT products and services.
8. Have you identified the hazardous material in your ICT products and services and the means by which they will be disposed?
- Put in place a strategy to communicate what is hazardous waste in ICT products and how it should be disposed of.
- Dispose of waste in accordance with the guidance in Electronic Scrap - A Hazardous Waste http://www.environment.gov.au/settlements/chemicals/hazardous-waste/publications/pubs/electronic-scrap-fs.pdf []
- Ensure that any hazardous waste produced by your agency is disposed of appropriately, and does not contravene the Hazardous Waste (Regulations of Exports and Imports) Act 1989 which regulates the export, import and transit of hazardous waste to ensure it is managed in an environmentally sound manner
Environmental Reporting Requirements
9. Have you met the Australian Government’s environmental reporting requirements?
There are several mandatory reporting requirements that agencies need to be aware of:
- Financial Management and Accountability (FMA) Act 1997 (Section 44) requires the Chief Executive of each department and agency to promote the efficient, effective and ethical use of resources for which they are responsible.
- Environment Protection and Biodiversity Conservation Act 1999 (Section 516A (6)) sets out mandatory reporting requirements for Heads of Agencies and directors of any Commonwealth authorities, including reporting on measures that the agency has identified to minimise the effect of the agency activities on the environment. www.environment.gov.au/epbc/index.html []
- National Packaging Covenant. As a signatory to the Covenant, the Australian Government has agreed to a range of actions including establishing purchasing policies to reduce waste. www.environment.gov.au/settlements/waste/covenant/index.html []
- 2006 Energy Efficiency in Government Operations (EEGO) Policy sets the strategy for Australian Government agencies to achieve revised energy intensity portfolio targets by the 2011-2012 financial year. http://www.environment.gov.au/settlements/government/eego/publications/eego.html []
Better Practice Checklist
Managing the environmental impact of ICT
Procurement of ICT products and services
Have you considered the environmental impact of ICT products and services in business plans and procurement plans?
Have you considered the environmental impact of the ICT products and services being procured?
Have you allocated key resources for the management of the environmental impacts of ICT products and services?
Use and operation of ICT products and services
Have you implemented polices and practices that encourage good environmental awareness and practice in the use of ICT?
Have you considered implementing environmental monitoring and management systems?
Re-use, recycling and disposal of ICT products and services
Have you prepared an environmentally sound disposal plan for any ICT products and services no longer required?
Have you identified methods or means by which ICT products and services can be re-used or recycled?
Have you identified hazardous materials in your ICT products and services and the means by which they will be disposed of?
Environmental Reporting Requirements
Have you met the Australian Government’s environmental reporting requirements?
Other Better Practice Checklists
- Providing Forms Online
- Website Navigation
- Testing Websites with Users
- Use of Cookies in Online Services
- Providing an Online Sales Facility
- Use of Metadata for Web Resources
- Archiving Web Resources
- Managing Online Content
- Selecting a Content Management System
- Implementing a Content Management System
- Website Usage Monitoring and Evaluation
- Online Policy Consultation
- Knowledge Management
- Designing and Managing an Intranet
- Information Architecture for Websites
- Implementing an Effective Website Search Facility
- Spatial Data on the Internet
- Digitisation of Records
- Access and Equity Issues for Websites
- Marketing E-government
- ICT Support for Telework
- Assistive Technology for Employees of the Australian Government
- Decommissioning Government Websites
- ICT Asset Management
- Managing the Environmental Impact of ICT
Download PDF of ICT Environmental Impact Checklist [ - 103 KB]
Contact for information on this page: AGIMO Better Practice Team