1. Initiating Paperless Practices in a College Union Sarah VanVooren Assistant Director Southern Illinois University Carbondale

2. Objectives Why go paperless How to go paperless – Steps to take – SIU example Lessons learned – Obstacles – Benefits

3. Why go paperless? Digital is universal Reduce clutter Save space Better data protection and security Save money Go green SOURCES: http://workawesome.com/general/going-paperless/http://workawesome.com/general/going-paperless/ http://www.theopticalvisionsite.com/green-and-save/the-paperless-challenge-10-reasons-to-go- paperless/

4. The Stats Paper Based Faxing and Office Use – 12,500 sheets of paper can be made from 1 tree – 210 billion sheets of paper are consumed by faxing in U.S. companies every year. – 10,000 sheets of paper per year are used by a single U.S. office worker – 95 percent of this paper will eventually be thrown away unrecycled. – 17 million trees per year are cut down to supply fax paper for the U.S. as a whole Paper Waste – Every year enough paper is thrown away in the U.S. to make a 12 foot wall from New York to California. – The amount of wood and paper we throw away is enough to heat 50 million homes for 20 years – If every household in the U.S. reused a paper grocery bag for one shopping trip, about 60,000 trees would be saved. SOURCE: http://forums.techsoup.org/cs/community/b/tsblog/archive/2012/03/28/paper-shocking-statistics.aspxhttp://forums.techsoup.org/cs/community/b/tsblog/archive/2012/03/28/paper-shocking-statistics.aspx (Green Tech gathered this info from a variety of sources including University Colorado of Boulder Environmental Center and Planet Pals)

5. The Stats Recycling – One ton of recycled paper saves 3,700 pounds of lumber and 24,000 gallons of water. – Recycling 1 ton of paper saves 17 trees (35 feet tall), 2 barrels of oil (enough fuel to run the average car for 1,260 miles or from Dallas to Los Angeles), 4,100 kilowatts of energy (enough power for the average home for 6 months), 3.2 cubic yards of landfill space (one family size pick-up truck) and 60 pounds of air pollution. Trees – It takes one 15-year old tree to produce half a box of paper. – Rainforests once covered 14% of the earth's land surface; now they cover a mere 6% and experts estimate that the last remaining rainforests could be consumed in less than 40 years. Newsprint – If everyone in the U.S. recycled just 1/10 of their newsprint, we would save the estimated equivalent of about 25 million trees a year. – If we recycled all of the newspapers for one Sunday, we would save 550,000 trees or about 26 millions trees per year. SOURCE: http://forums.techsoup.org/cs/community/b/tsblog/archive/2012/03/28/paper-shocking-statistics.aspxhttp://forums.techsoup.org/cs/community/b/tsblog/archive/2012/03/28/paper-shocking-statistics.aspx (Green Tech gathered this info from a variety of sources including University Colorado of Boulder Environmental Center and Planet Pals)

6. Paperless Planning 1.Set objectives 2.Set-up a planning committee (can be formal or informal) 3.Set a timeline objectives 4.Start small and easy 5.Train employees http://www.theopticalvisionsite.com/green-and-save/the-paperless-challenge-10-reasons-to-go-paperless/ SOURCES: http://www.lifehack.org/articles/productivity/how-to-go-paperless-bury-the-paper-before-it-buries-you.html

7. Paperless Planning 6.Look for technology and software that fits your objectives 7.Inform necessary customers, clients and other employees of initiatives. 8.Buy and/or convert to necessary technology and software

8. SIU Student Center’s Story Problems – Reliance on paper marketing materials – Paper processes and procedures – Antiquated technology – Paper-based records and retention – Scheduling Office crowded with file cabinets

9. SIU Student Center’s Story Solutions – Harnessed social media and updated the website (Marketing without a cost!) Hired a web/social media person who now regularly updates all outlets Marketing materials available as PDF’s on website – Electronic processes and procedures Email contracts and confirmations Email receipts Scan to email instead of faxing Updated policies, procedures and forms and made available on web and via email: www.siustudentcenter.comwww.siustudentcenter.com Electronically sign documents used when reserving space online Made forms available electronically for the Scheduling office and the Building Managers

10. SIU Student Center’s Story Solutions – Updated software and technology Online scheduling via Virtual EMS – Kiosk outside of scheduling office – Instructions for use available at kiosk and online – https://www.onlinefacilitysch eduling.siu.edu/virtualems/ https://www.onlinefacilitysch eduling.siu.edu/virtualems/ Purchased Meeting Matrix diagramming software iPad for Building Management staff Scanner in Scheduling Office Efficient survey software to gather data

11. SIU Student Center’s Story Solutions – Records and retention Worked with Business Office to delineate records and retention policy Received approval for electronic signatures on some documents Scanned documents and save all notes and diagrams in scheduling software

12. SIU Tablet Use for Building Management Staff

13. SIU Tablet Use – Calendar Manager schedule is on the calendar Utilize the calendar to reference dates. Big university events and major events in the facility will also go on the iPad calendar. – Contacts Use to the contacts list to access important Student Center personnel numbers and emails. In addition, important Student Center department and office numbers are also listed Important campus numbers are also on the iPad – Forms Made all forms writeable and accessible through iPad

14. SIU Tablet Use – Maps Use the maps function to give patrons and building user’s directions as needed. – Videos Take videos of events and/or damages as needed – Camera Pictures of – Weather Bug/Weather Channel Either of these icons used check for severe weather as needed. – Local News Station App At SIU, use the KFVS application to check news reports. – SIUCmobile Utilize this application to access the SIUC Directory and information about athletics, events, maps, videos and news.

15. SIU Tablet Use – PDF-Notes This can be used to edit the schedule. This is easier to use and save than DocsToGo. – DocsToGo Documents To Go is an all-in-one application with support for Microsoft Word, Excel & PowerPoint, PDF, Apple iWork and other files and attachments. You can edit the set-up schedule on DocToGo. – Dropbox With Dropbox, any file saved to Dropbox will automatically save to the Building Manager computer and the iPad. Dropbox is where Building Manager policies, procedures, forms and contact lists/schedules are stored. In addition, the set-up schedule will also be accessed through Dropbox, as well as emergency procedures. – Notes Building Managers leave notes for each other here

16. Obstacles Change is always difficult Money State and university policies Technology restrictions (i.e. finding the appropriate tools that fit your organization)

17. Benefits Streamlined operations = increased efficiency Centralization of information Better customer service Access and security Cost savings in the long run Helping the environment

18. Questions?

19. Sarah VanVooren Assistant Director- Student Center Southern Illinois University Carbondale 618-453-3471 svanvoo@siu.edu www.siustudentcenter.com svanvoo@siu.edu www.siustudentcenter.com