Procurement Services June 13, 2014 Office Paper Buying Guide

Procurement Services June 13, Whats the issue with Paper? Vanderbilt spends over $600,000 annually on office paper for Copiers & Faxes Laser & Ink Jet Printers Over 150 different types and sizes of paper are routinely purchased 50% of users either overspend on paper or experience unsatisfactory results by using the wrong paper for the job 20% of the total Vanderbilt paper spend still occurs with non-contract suppliers Risk paying higher than contract prices for paper Reduces our negotiation leverage for future contracts

Procurement Services June 13, Paper Solution Procurement Services has created this Office Paper Buying Guide to help you Select the right paper for the job Order the right paper from the right supplier quickly and efficiently Get the results you want Save money, time and effort

Procurement Services June 13, What type of Paper to Buy? Many types of Office Paper are specifically designed for specialized applications as well as general purpose printing and copying Six major categories: Multi-Purpose Paper Laser Printer Paper Inkjet Printer Paper Color Copier Paper Recycled Paper Security Paper Product Listings on pages 13-14

Procurement Services June 13, Paper Terminology Acid-Free – Paper made without process acids. Has a longer shelf life and is good for long term archiving without turning yellow Basis Weight – The weight of 500 sheets of paper measured in lbs. The higher the weight the thicker and more substantial the paper (16lbs, 20lbs and 24lbs are common weights) Brightness – Measures how much light the paper will reflect. The higher the number the brighter (or whiter) the paper. A 96 brightness is visibly whiter than a 92 brightness Caliper – The thickness of paper measured in thousandths of an inch or in millimeters. The higher the caliper the thicker the paper Post Consumer Fiber – The previously used paper material contained in recycled paper. Expressed as a percentage Ream – The basic bulk unit of paper equal to 500 sheets of paper Sizes – U.S. standard measurements 8.5 x 11 (Letter), 8.5 x 14 (Legal); European sizes (A4, A5, etc.) Smoothness – The smoother the paper the sharper the printed image. The lower the smoothness number the smoother the paper Office Paper comes in a bewildering array of colors, finishes, weights, sizes and packages

Procurement Services June 13, Multi-Purpose Paper Multi-purpose copier paper – everyday workhorse Common Uses : Proofs and drafts s, interoffice correspondence Forms General copying and printing needs What to Look For: Brightness: range Weight:16-20 lb should be sufficient for all needs Smoothness: range (lower the better) Benefits: Multi-use papers deliver reliable performance in a variety of office imaging equipment Economical and competitively priced Available in all common sizes

Procurement Services June 13, Laser Printer Paper Laser Printer Paper – Optimized for use on laser printers when appearance is important Common Uses: Executive reports, Contract documents, legal documents Analyses charts and graphs (especially when printing in color) Announcements with complex graphics What to Look for: Brightness: 92–96 range Weight: lbs. These papers have a more substantial feel than multi-purpose paper Smoothness: 100–80 range. Smoother surface yields clean, sharp images Benefits: Various grades available for everyday and presentation use Improves laser printer performance especially for color and complex graphics

Procurement Services June 13, Inkjet Printer Paper Inkjet Printer Paper – Insures images print cleanly without bleeding Common Uses: Proposals, Presentations, Flyers Any general printing especially with color images What to Look For: Brightness: 96 Weight: lbs Smoothness: 100 or lower Benefits: Formulated to hold the liquid ink on the surface and insure dense, full colors and text Higher weight and opacity permits 2-sided color printing Cost effective way to produce colorful, complex presentation materials Tips: Matte-coated inkjet printer papers feature rich texture and offer brilliant color prints Gloss-coated papers offer a shimmer that makes the document stand out

Procurement Services June 13, Color Copier Paper Color Copier Paper – Specifically formulated to produce vivid colors and contrast when used in color copiers Common Uses: Brochures or Flyers Reports especially those with graphs and charts Executive Reports or documents What to Look For: Very High Brightness: 98 Weights:28 lbs for text pages and lbs for Covers Smoothness: 40 or better Opacity: Benefits: Superior color rendering and contrast Quality allows copier jobs to be produced in house instead of externally printed Maximizes investment in color copier equipment by increased job quality and production volume

Procurement Services June 13, Recycled Paper Recycled Paper is made with post-consumer paper materials, is acid-free and processed without the use of chlorine bleach Types Available: Multi-purpose, Laser and Color copy, papers What to Look For: Recycled Paper offers all the same qualities as new paper as well as the same quality guarantees. Available in 30% – 100% post-consumer content Benefits: Compatible with all copiers and printers 100% post-consumer products reinforce commitment to recycling programs Tips: Find the right recycled paper based upon need. Use the specifications of new paper and then find that right recycled option based upon those specs.

Procurement Services June 13, Security Papers Security Papers are designed to deter document fraud by the use of imbedded covert security features Patented technology is 99% effective with all current digital technology; less effective with older analog equipment Hidden words appear when original documents are scanned, copied or faxed Paper is tinted and reveals a white space when text is physically erased Common Uses: Financial Reports, Contracts, Legal documents Medical records, Transcripts, Official records, Gift Certificates What to Look For: Same basic specification as regular office paper Choice of hidden words – UNAUTHORIZED COPY; COPY; VOID Benefits: Performance is the same as regular office paper Offers a useful level of document security No special equipment or training required to use

Procurement Services June 13, Where to Buy Paper Guy Brown/Office Max Guy Brown/Office Max is Vanderbilt Universitys contract supplier for Office Paper and all other Office Supplies VUMC mandates Guy Brown/Office Max through the implementation of their Office Supply formulary Guy Brown/Office Max was selected as a result of a rigorous competitive bid process and found to have the best product selection as well as the most competitive prices Guy Brown/Office Max program benefits: Fast and easy ordering using eProcurement High volume Product Formulary and online catalog 24 hour Customer Service and Easy Return Policy Next Day Desk Top delivery Large Product selection Guy Brown is a certified Diversity Supplier

Procurement Services June 13, TOP SKUs from Guy Brown Multi-Use, Laser, Inkjet & Recycled Paper

Procurement Services June 13, TOP SKUs from Guy Brown Colored and Security Papers

Procurement Services June 13, Questions? Procurement Services Purchasing Agent – Andrea Netterville Phone: Services Sourcing Officer – Maggie Robinson Phone: Guy Brown/Office Max Business Relationship Manager – Jaenne Roseberry Phone: x 2442 Cell: Account Executive - David Carter Phone: Cell: