5 FAM 300
Information Technology (IT) Green Initiatives
printing policy
(CT:IM-327; 08-28-2024)
(Office of Origin: DT/EI)
5 fam 311 summary
(CT:IM-327; 08-28-2024)
This subchapter establishes the Department’s policy on desktop printing, copying, scanning, print-related purchasing practices, and paper use.
5 FAM 312 POLICY objectives
(CT:IM-327; 08-28-2024)
a. This FAM chapter establishes the Department’s policy on desktop and network printing, copying, scanning, print-related purchasing practices, and paper use.
b. The purpose and intent of this policy is to meet the requirements stated in Executive Order 13693 and the long-term sustainability goals set forth by the Agency Strategic Sustainability Performance Plan.
c. This policy establishes the Department’s implementation of the following energy saving initiatives by:
(1) Reducing the number of desktop printers and centralizing network printers;
(2) Using environmentally friendly printer settings as the default; and
(3) Purchasing only Information Technology Change Control Board (ITCCB) approved printers, scanners, and imaging devices. See 5 FAM 860.
5 FAM 313 POLICY SCOPE
(CT:IM-327; 08-28-2024)
a. This policy applies to the entire Department domestically and abroad.
b. This policy is the authority governing the management of desktop printing, copying, scanning, print-related purchases, and paper use.
5 FAM 314 roles and responsibilities
((CT:IM-327; 08-28-2024)
The Dipolomatic Technology(DT) bureau is responsible for the desktop printing policy.
5 FAM 314.1 Chief Information Officer
(CT: IM-118; 08-12-2011)
a. The Chief Information Officer (CIO) is accountable for this policy.
b. Responsibilities include the following:
(1) Promoting environmentally friendly printing practices and paper use;
(2) Establishing printing goals and strategies to comply with Government regulations;
(3) Establishing policies and accepted behaviors around print, copy, fax, and scan; and
(4) Monitoring and managing implementation results over time to keep the printing environment optimal, and to ensure that the benefits of these policies are maintained.
5 FAM 314.2 IT Administrators
(CT:IM-327; 08-28-2024)
a. All domestic and overseas IT administrators, to include the Chief Diplomatic Technology Officer (DTO), the DTO sub-unit chief for IT Infrastructure (DTO-ITI), and the DTO sub-unit chief for Customer Engagement (DTO-CE) are responsible for adhering to this policy.
b. Responsibilities include the following:
(1) Promoting environmentally friendly printing practices and paper use;
(2) Supporting and implementing the criteria outlined in this policy;
(3) Monitoring and managing implementation results over time to keep the printing environment optimal and to ensure that the benefits of these policies are maintained;
(4) Acting as the decision-making authority regarding the interpretation and intent of this policy; and
(5) Making decisions on exception requests.
5 FAM 315 Printing
(CT:IM-327; 08-28-2024)
5 FAM 315.1 Network Printing
(CT:IM-327; 08-28-2024)
a. Bureaus and posts must utilize network-based printing as a means of servicing users and must remove obsolete and underutilized desktop printers. The Department will benefit through lower energy, equipment, supply, and vendor-related service costs.
b. In addition, replacing obsolete printers will allow the use of new, more environmentally friendly network printers that use fewer toxic chemicals, less energy, and result in a smaller carbon footprint. When reference is made to reducing the Department’s carbon footprint, this is any action that limits the volume of greenhouse gases released into the atmosphere. This would include the energy and resources required to manufacture paper and printing equipment initially, and the energy used by individual desktop printers in the long-term.
c. Implementation of network-based printing will proceed as follows:
(1) Network-based printing must be implemented in all offices and organizations located in facilities controlled by the Department domestically and abroad. As personal desktop printers fail or become obsolete, a network printer(s) will replace the desktop printer. Affected individuals will use a network printer for their printing needs;
(2) IT administrators will work closely with each office to determine the optimum network printer locations. Due to the high cost and restrictions for the warehousing and shipping of printers and multifunction devices, IT administrators should strive to limit the number of printers deployed.
(3) Employees shall set a good example in environmental stewardship. Therefore, desktop printers should only be issued under specific circumstance and approved by the authority relative to the request, e.g., The Rehabilitation Act of 1973. Exceptions examples include when an employee has mobility issues or works in an unusual office layout. See 5 FAM 314 paragraph 4 below for more information;
(4) IT administrators and supervisors must follow The Rehabilitation Act of 1973 Sections 501 and 508 requirements concurrent to the Office of Accessibility and Accommodations (OAA) policies and procedures to request a non-network printer. For Section 501, this means that employees with a need may request an accessible desktop printer as a reasonable accommodation through the OAA's Disability and Reasonable Accommodation Division.
(5) Bureaus and posts should implement PIN and/or PKI printing on the office network printers. PIN/PKI printing allows employees to delay immediate printing and enables document retrieval at the printer by entering an individual code or logging on to the printer using their PIV/SNAP cards;
(6) For recommendations on network printing configurations, IT administrators should consult the Endpoint Engineering Services (EES) design policies for overseas and domestic use.
5 FAM 315.2 Duplex Printing
(CT:IM-327; 08-28-2024)
a. All employees must configure all eligible devices to print in duplex mode as the default. By taking this action, the Department will achieve energy and paper cost reductions and create less environmental landfill waste. Studies have shown that by enabling two-sided printing, organizations can achieve up to a 30 percent reduction in paper use.
b. Implementation of duplex printing should proceed as follows:
(1) IT administrators will set the default print setting to duplex mode on all eligible printers, facsimile (fax) machines, and multifunctional devices;
(2) The only circumstances that permit single-sided printing are those in which regulations or protocols require it, or documents must, for aesthetic and flow purposes, be printed on single sheets. In those instances, employees may override the duplex setting and print single-sided; and
(3) This policy applies to all Department employees that print documents in a Department controlled facility.
5 FAM 315.3 Color Printing
(CT:IM-327; 08-28-2024)
a. The Department must use grayscale printing for initial versions of documents. The intent is to reduce the use of color ink whenever possible. Another best printing practice, print preview, will help reduce waste that results from unintended printing errors.
b. Implementation for reducing color printing should proceed as follows:
(1) IT administrators will set the default print setting to draft mode on all eligible printers and multifunctional devices;
(2) Employees may override the grayscale setting when printing final versions of a color document; and
(3) This policy applies to all Department employees that print documents in a Department controlled facility.
5 FAM 316 purchasing printers, fax machines, and multifunctional devices
(CT:IM-327; 08-28-2024)
a. Consolidating and controlling purchases will reduce the number of printers, fax machines, and multifunctional device models used in Department facilities.
b. By choosing authorized network devices from the ITCCB list, which features equipment with the required environmental criteria, the Department will reduce its energy costs and environmental impact. Blanket Purchase Agreements (BPAs) will also benefit the Department by taking advantage of the economies of scale to obtain better pricing. Whenever available, employees should use Blanket Purchase Agreements.
c. Implementation of this policy should proceed as follows:
(1) All printers, fax machines, and multifunctional devices must meet the requirements for current Energy Star certification and be registered with the Electronic Product Environmental Assessment Tool (EPEAT);
(2) In those cases where EPEAT criteria apply, devices must meet the silver standard or higher;
(3) Procurement of devices under this directive must be accessible under Section 508 and conform to scoping and technical standards. In cases where a more accessible printer is available but is not yet listed on the IT-CCB, the more accessible printer should be submitted for IT-CCB review and approval. Only then may the new device be procured. See 5 FAM 915.7 for Buy Accessible Products and Services.
(4) When purchasing devices for classified automated information systems, purchasers must adhere to the terms outlined in the Foreign Affairs Handbook 12 FAH-6 H-500.
(5) Support and maintenance will only be provided for devices that are compliant with the previously mentioned criteria; and
(6) This policy applies to all personnel that purchase equipment and work in a Department controlled facility.
5 FAM 317 Paper use
(CT:IM-327; 08-28-2024)
a. All Department offices must promote the use of paper with a post-consumer fiber content of 30 percent or greater.
b. Implementation of this policy should proceed as follows:
(1) Offices must use paper with a post-consumer content of 30 percent or higher. Examples of some exceptions may include paper for diplomatic use, special displays, and other formal events; and
(2) This policy applies to all personnel that use paper and work in a Department controlled facility. The main target of this policy is 8½ by 11 paper, the most commonly used in the Department. Alternative sizes may be included as practical.
5 FAM 318 AUDIT
(CT:IM-327; 08-28-2024)
a. Without auditing, the identification and legal proceedings of an individual that performs malicious actions is difficult, if not impossible. In coordination with the IT administrator, the print server system owner must verify that the network printing devices and their spoolers are fully audit enabled. For proper printing audits, it is essential to capture:
(1) Print Job requests, recording when and what was printed, including user details and document content.
(2) Maintenance actions, tracking firmware updates, configuration changes, and hardware repairs to maintain printer system integrity.
5 FAM 319 REFERENCES
(CT:IM-327; 08-28-2024)
5 FAM 319.1 Acronyms
(CT:IM-327; 08-28-2024)
BPA (Blanket Purchase Agreement)
CCB (Configuration Control Board)
CIO (Chief Information Officer)
DTO (Chief Diplomatic Technology Officer)
DTO-ITI (Sub-unit Chief for IT Infrastructure)
DTO-CE (Sub-unit Chief for Customer Engagement)
EES (Endpoint Engineering Services)
EPEAT (Electronic Product Environmental Assessment Tool)
GTM/OAA (Global Talent Management/Accessibility & Accommodations)
GTM/OAA/AD (AD-Accessibility Division)
GTM/OAA/DRAD (DRAD-Disability and Reasonable Accommodation Division)
IRM (Information Resource Management Bureau)
IT (Information Technology)
ITCCB (Information Technology Configuration Control Board)
PKI (Public Key Infrastructure)
PIV (Personal Identity Verification)
SNAP (Secure Network Access with PKI)
5 FAM 319.2 Definitions
(CT:IM-327; 08-28-2024)
BPA is a simplified method of filling anticipated repetitive needs for open market supplies and services below the simplified acquisition threshold (SAT).
Color Printing is the making of color prints especially in three or more colors.
Duplex Printing is a feature of some printers that allows the printing of a sheet of paper on both sides automatically.
Environmentally Friendly is something not harmful to the environment.
Facsimile Machine is a device that can send or receive pictures and text over a telephone line.
Multifunctional Device is a printing device that incorporates the functionality of devices such as a printer, copier, scanner, facsimile machine or electronic mail terminal.
Network Printing is printing to a printer or similar device that is accessible by a network connection.
Post-Consumer Fiber Content is paper, paperboard, and fibrous materials from retail stores, office buildings, homes, and so forth after they have passed through their end-usage as a consumer item.
5 FAM 319.3 Authorities
(CT:IM-327; 08-28-2024)
The authorities for this policy include:
(1) EO 13693: Each federal agency is required to issue an annual sustainability plan focused on reducing that agency’s environmental footprint.
(2) EO 14057: Catalyzing Clean Energy Industries and Jobs Through Federal Sustainability
(3) The 2022 Department of State Sustainability Plan available in Adobe PDF format downloadable from M/SS/GDI, the Greening Diplomacy Initiative.
(4) The Rehabilitation Act of 1973 Sections 501 and 508 dealing with non-discrimination and accessibility for all with disabilities.
5 FAM 319.4 Exhibits
(CT:IM-327; 08-28-2024)
N/A
5 FAM 319.5 Additional Resources
(CT:IM-327; 08-28-2024)
N/A
5 FAM 319.6 Related FAM/FAH
(CT:IM-327; 08-28-2024)
1 FAM 270 (Bureau of Information Resource Management)
5 FAM 100 (Information Technology Management)
5 FAM 860 (Hardware and Software Maintenance)