Sustainable printing: how modern devices can reduce waste and energy use

Printing is still a necessity for many businesses, even with the increase in online and digital communications. As business owners evaluate how to reduce their carbon footprint and run the most environmentally friendly operation possible, there are a number of options to help accomplish these goals.

One area where businesses can make a difference, environmentally speaking, is with printing.

A typical office printer, in service for one hour per day over 200 days, consumes roughly 100 kWh. That leaves plenty of room for savings!

Here are a few ways to save energy costs, reduce paper waste, and become a more sustainable office.

If you are using older copiers and printers, consider modernizing your business printer fleet. Energy efficiencies in modern devices stand in stark contrast to older copiers and printers. Many older models remain in a constant “ready to print” mode, consuming electricity throughout the day even when not actively printing. Today’s devices are engineered with advanced power management systems, capable of dramatically reducing energy consumption.

If you do upgrade equipment, an ENERGY STAR-certified printer or copier is a wise option. The ENERGY STAR certification process evaluates all kinds of equipment — including appliances such as refrigerators, but for our purposes it covers copiers, printers, scanners, and multifunction devices (MFPs). ENERGY STAR certified equipment must meet strict criteria set by the U.S. Environmental Protection Agency (EPA).

ENERGY STAR certified copiers and printers, which are available from most major equipment manufacturers, are 35-40% more energy-efficient than standard models. These devices utilize advanced power management, including quick-recovery sleep modes and automatic duplexing, to reduce electricity consumption and lower standby and costs without sacrificing performance.

Specifically, these energy-efficient machines offer benefits including:

• Energy efficiency, using less electricity in both active (printing) and sleep modes.

• Automatic duplexing: Automatic double-sided printing, which saves paper and reduces resource use.

• Power management: Features including automatic shut-off and faster, smarter transitions to low-power states to avoid wasting electricity.

• Third-party certified: Products are independently tested and verified for performance and efficiency, as opposed to using self-reported manufacturer data.

• Environmentally friendly impact: Reduced energy usage means less greenhouse gas emissions and lower utility bills.

Another tool that can reduce waste is the “Secure print release.” Instead of printing immediately, as is the typical way many companies operate, documents are instead held in the device’s memory until the user releases the job using a code or ID badge. This practice prevents the common problem of abandoned printouts that end up in the recycling bin. In fact, one statistic suggests that between 10% and 17% of all documents end up not being used. Adopting “secure print release” allows for reduced waste of paper.

An additional major sustainability benefit is the ability of modern devices to connect paper documents to digital workflows. Multifunction printers (MFPs) can scan documents directly to cloud storage systems, shared folders, or document-management platforms. Instead of making multiple photocopies or storing paper files in cabinets, businesses can digitize documents and share them electronically.

This practice reduces both paper consumption and the physical storage space required for records. It also makes documents easier to search, retrieve, and archive.

For many organizations, the combination of scanning, digital routing, and electronic signatures can eliminate entire categories of routine printing.

There is print management software which allows businesses to track usage patterns and encourage more thoughtful printing habits. When employees become more aware of how much they print, unnecessary pages often decline.

Equipment manufacturers have also made progress in reducing the environmental footprint of printing supplies. High-yield toner cartridges last longer and reduce packaging waste. Many manufacturers now offer cartridge return and recycling programs, allowing used supplies to be remanufactured or recycled rather than sent to landfills.

Modern printing technology demonstrates that productivity and sustainability do not have to be at odds. With energy-efficient devices, smarter document workflows, and better management of paper and supplies, companies can continue to meet their operational needs while reducing their environmental impact.

In the end, sustainability in the workplace often comes down to a series of practical choices — and the tools businesses use every day can play an important role.

• Vince Miceli is vice president at Pulse Technology, https://pulsetechnology.com. Reach him at vince@pulsetechnology.com.