IM BLOG: GREEN FINGERS: Environmentally Friendly Decisions
I am a typical human being. Whether I adopt a particular piece of technology or not is often based on the benefit it will give me. For example, when I order food on an app there may be additional benefits such as reduced prices or shorter waiting times (this may not be the reality however!). Like everyone else, I am a proficient collector and user of systems, but not as diligent in reviewing and deleting when a certain tool is no longer used.
As newer, broader reaching technology has developed, I never stopped to think about the environmental impacts of developments such as Large Language Models (LLMs), cloud computing and the sheer increase in document storage. My lightbulb moment occurred when I read Joy Siller’s article in iQ – Digital Transformation or Digital Pollution? The Cloud Myth and Other Barriers to Digital Sustainability. Hence, my interest in being part of RIMPA Global's Environmental Sustainability Committee with my Jedi Master, Joy!
Whether or not we are using the functionalities at home or work, there are small changes we can each make to lessen the drain on resources and their negative effects on the environment. And as information and records practitioners, we are well-placed to drive practical approaches within all spheres of our influence.
Being kind to the environment is not necessarily difficult or onerous, but it does require a change in mindset and practices. Most of us will have heard of the term ‘green thumbs’. I think of these initiatives as having ‘green fingers’ – the decisions that we make are actioned by our fingers on keyboards, so let’s perform environmentally friendly, green-fingered decisions. This is not an exhaustive list – please feel free to add in any ideas you have seen or come up with.
Printing options – There are basic ways to reduce wastage such as choosing black and white over colour; double sided pages etc. Another tool available is the ‘Follow Me’ printing functionality. I promote usage of this during my records and information management inductions. Printers must be configured to allow this, but it is an excellent way of reducing the number of copies that are never collected and ultimately end up in a bin. Another benefit of using ‘Follow Me’ print is that information classified as Personal, Sensitive or higher, is not left in plain sight of passers-by.
Don't print options - The most efficient way to manage printed paper stockpiles is quite simply to not print! Your workplace may have their own success stories with digital transformation projects and these should be promoted both internally and externally to existing and potential customers. Increasing numbers of consumers are selecting companies for their environmentally friendly policies so share your initiatives with your stakeholders.
While researching for this blog, I noticed that Move Bank saved 40000 pages of statements from being printed by asking clients to accept e-statements. After reading this I started wondering if other financial institutions are reducing their carbon footprint. One of the first search results was for Bank of Queensland who have changed the frequency for releasing physical statements. Monthly statements have been replaced by 6 monthly releases which has seen a reduction of 2 million sheets per year since December 2021. This is equivalent to:
The Bank also uses recycled plastic for their debit cards, and their website has lots of practical tips to help you reduce emissions. (1) (Disclaimer: I am not a customer, just impressed by their policies!) Next time you are purchasing, consider researching the brands you are interested in and be vocal – let the business and your friends know why you chose them.
Destruction services – If you are involved with procurement processes for paper/hardware destruction, include environmental considerations when selecting the successful bid. Companies accredited with i-SIGMA NAID AAA Certification by the National Association for Information Destruction (NAID) provide strict data security and environmentally sustainable processes. Did you know that shredded paper left in landfill releases methane as it decomposes, adding to the carbon footprint? (2) Pulped paper can be recycled into new paper products which decreases the amount of forest and water resources used to create from scratch.
Complete disposal practices – The information and records life cycle ends with either destruction or permanent retention. Compliant destruction practice includes the destruction of all copies of a record. If copies exist, regardless of where or why, they may be released through a legislative process such as Freedom of Information or Right to Information are be used as evidence in legal proceedings. Sound destruction processes will reduce risk and positively impact the environment.
A similar thought process can be applied to creation and management of records and information too. Whether you have an entrenched EDRMS and business systems or are in the market for new ones, the way employees save and share records can reduce the carbon footprint. Review or design your systems around a one-point-of –truth model to eliminate multiple versions in silos. By providing strong policy and governance around version control, it will reduce the storage costs of dark data and ROT. Simple acts such as sending links instead of attachments also magnify contributions and offer relief to carbon sinks.
So put your green fingers to use at work and at home. Don't forget to join RIMPA Global's Environmental Sustainability Community of Practice to learn and share practical environmental knowledge.
(1) 3 ways you can be more sustainable with your money | BOQ
(2) Shred Smarter – The Environmental Impact of Paper Shredding
Meet your blog author:
Nicole has 26 years’ experience in public sector information and records management.
Over this time, Nicole has led projects ranging from sentencing and archiving large volumes of files; EDRMS implementation and associated change management processes; and the creation of a federal government’s Retention and Disposal Authority - all while remaining in North Queensland. She is an advocate for the importance of RIM practitioners living and working in rural/remote areas and sees RIMPA Global as a key enabler for this. Nicole is a co-founder of TropiCoP – a community of practice for RIM practitioners in North Queensland.
She is proud to be a RIMPA Global Ambassador since the program was founded in 2023. The projects and initiatives she participates in range from mentoring Australian and international practitioners; the Management System for Records Scheme (MSRS) trial and the Next-Gen Practitioner Strategy. Nicole was awarded the Neil Granland International Convention – ARMA International’s InfoCon Scholarship in 2026 which was the pinnacle of her career.