ENVIRONMENTAL OFFICE PRACTICE

1. Purpose

This instruction outlines the practices to be adopted for controlling environmental impacts of office activities under the scope covered by the EMS.

2. Scope

This instruction is applicable to the operations in the office.

3. Procedure

3.1. General Responsibility

The Administration Manager shall ensure all relevant staff under the scope of the EMS are aware of and adopt the procedures described below in Section 3, and maintain relevant records for monitoring and demonstrating compliance accordingly.

3.2. Resource Utilization

3.2.1. Paper Saving

• Use both sides of paper
• Use suitable font size / shrinkage mode to minimise pages,if possible;
• Use electronic media for circulation / communication, to minimize using paper;
• Without unnecessary cover page. (e.g. fax)

3.2.2. Materials Re-use and Conservation

• Choose proper sized for packing goods;
• Choose waste papers as fillers for packing and/or reduce using fillers, if possible.
• Handle and store materials carefully to reduce breakage and wastage.
• Reuse boxes /fillers /other materials for packaging /storage /delivery

3.2.3. Water Conservation

• Report leaking faucet or pipe to the relevant authority.
• Turn off the tap when not in use.

3.2.4. Electricity Conservation

• Set energy saving mode where possible; for computers, the idle automatically mode is 20 minutes or less.
• Set room temperature range from 20° C to 25.5° C. The ideal optimal temperature is 25.5° C.
• Switch off unnecessary lighting; and /or
• Switch off power supply when they are not in use; and /or
• Switch off all power supply in the area while leaving.

3.2.5. Stationery Conservation

• Use environmental friendly stationery.
• Reuse cord binder, envelopes and other materials until worn out.
• Reuse stationery as far as possible.

3.3. Green Pantry

• Use reusable cutleries, cups and glasses.
• Use environmental friendly cleaning products (e.g. biodegradable or phosphate free detergent, refillable soap, etc.)
• Reuse stationery as far as possible.

3.4. Handling of Office Wastes

3.4.1. General Refuse

• Establish waste segregation with separately allocated containers (e.g. paper, toner cartridge) to facilitate recycling of general solid wastes.

3.4.2. Toner Cartridge Recovery

• Collect spent toner cartridges and pick up by the appropriatecontractor for recycling.

3.4.3. Waste Paper Recycling

• Do not place contaminated items (e.g. food contaminated papers) and non-recyclable paper (e.g. carbon paper, plastic laminated paper) in the designated containers.

3.4.4. Waste Computers and Accessories

• Collect and reuse waste computer accessories in other computers or systems wherever practicable.

3.4.5. Batteries Collection

• Encourage the use of rechargeable batteries;
• Collect spent batteries for recycling / proper disposal.

3.5. Indoor Air Quality

• Place large-leafed green plants in appropriate office areas where possible.
• Encourage staff to keep small green plants.
• Implement a no smoking policy within the general office or restrict smoking to a separately ventilated smoking area.

3.6. Collection and Records

• Dispose of refuse in appropriate containers for regular collection by collectors to prevent odour.
• Maintain records of waste disposed and recycled for different types of wastes.
• Arrange pest control, ventilation system and carpet cleaning on a regular basis.

4.0. Monitoring and Checking

1. For procedures outlined in Section 3, the Administration Department or his / her delegate shall:

• Check monthly by visual inspection to ensure that the procedures described above are followed by staff; and complete the Monthly Office Inspection Checklist;
• Where a major nonconformity is identified, corrective actions shall be defined and implemented in accordance with EP-07 Enquiry/ Complaint/ Nonconformity Handling.

5.0. Record

Record Description	Record Location/ Retention Responsibility	Minimum Retention Time
Monthly office inspection records (EF-EI01-01)	Admin Officer	3 years
Paper purchasing and consumption records	Admin Officer	3 years
Electricity / water consumption records	Admin Officer	3 years
Waste disposal and recycling records	Admin Officer	3 years

6.0. Appendix

• Appendix 1 : Monthly Office Inspection Checklist (EF-EI01-01)

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