A framework for green: Applying the Environmental Management System cycle in libraries

What is a green library? May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 1

Green library! May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 2

THANK YOU FOR YOUR TIME!May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 3

A framework for green: Applying theEnvironmental Management System cycle in librariesYusuke IshimuraMegan FitzgibbonsMay 24, 2011

What does green mean?May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 5

Purpose of today’s session Green initiatives EMS Participation Environmentally responsible libraryMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 6

IntroductionsMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 7

Conversations about green libraries• Building design• Operations resource management• Collection maintenance and publishing• Libraries as information/educational centres• Librarians’ social responsibilityMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 8

May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 9

But sustainable changeis challenging… May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 12

Sustainability is a “moral imperative” for libraries1 May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 13

Environmental Management System2• Examines the environmental impact of an organization’s activities• Situated in the overarching management system• Designed to systematically harmonize: – Staff responsibilities – Resource allocation – Operations – Evaluation cyclesMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 14

Core concepts of EMS3 Plan Act Do CheckMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 15

EMS:ISO 14001May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 16

Popularity of ISO 140014200,000 188,815150,000100,000 50,000 0 May 24, 2011 1996 1999 2002 Ishimura & Fitzgibbons - CLA 2011 2005 2008 17

Certification by geographic region5 Far East EuropeAfrica/West Asia North America OthersMay 24, 2011 0% 10% & Fitzgibbons - CLA 2011 Ishimura 20% 30% 40% 50% 18

Why standards? Environmental Your library performance Compare! Environmental Library B performance Environmental Company C performanceMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 19

Is an EMS right for you?May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 20

Decision-making6 • Improve environmental performance • Conserve resources Positive • Improve internal management methods • Promote positive image • Social responsibility • Increased efficiency = cost savings • Investment in facilities • Allocation of human resources Negative • Competing priorities • Time • Cost of outside consultationMay 24, 2011 • Requires differentFitzgibbons - CLA 2011 Ishimura & management approaches 21

YES!May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 22

Key elements for success7 Commitment from Participation of all Effective top management staff communication Compatibility with Continual Allocation oforganizational values improvement resources Training opportunities May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 23

Five elements of EMS8 Environmental policy Management Planning review Continual improvement Checking & Implementation & corrective action operationMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 24

ISO 140011. Environmental policy2. Planning • Environmental aspects • Legal and other requirements • Objectives, targets and programs3. Implementation and operation • Resources, roles, responsibility and authority • Competence, training and awareness • Communication • Documentation • Control of documents • Operational control • Emergency preparedness and response4. Checking and corrective action • Monitoring and measurement • Evaluation of compliance • Non-conformity, corrective action and preventive action • Control of records • EMS audit5. Management review May 24, 2011 25

ISO 14001 Library parallels1. Environmental policy Library policies2. Planning Planning activities • Environmental aspects • Organizational strategic plans • Legal and other requirements • Budgets • Objectives, targets and programs • Library programs3. Implementation and operation • Resources, roles, responsibility and authority • Resources, roles, responsibility, and authority • Competence, training and awareness • Competency standards for library employees • Communication • Internal & external communication (marketing) • Document management • Documentation • Emergency preparedness • Control of documents • Operational control • Emergency preparedness and response4. Checking and corrective action • Monitoring and measurement • Statistics: gate counts, circulation, usage reports • Evaluation of compliance • Peer-comparison • LibQUAL and other user surveys • Non-conformity, corrective action and • Performance reviews preventive action • Control of records • EMS audit5. Management review May 24, 2011 Annual reports Ishimura & Fitzgibbons - CLA 2011 26

Coexistence of systems9 ISO 14001 Management System ISO BS 9001 8800May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 27

Planning:Environmental aspects10Aspects (Cause):Internal elements of the library that have an impacton the external environment.Impact (Effect):Positive and negative changes to the externalenvironment due to the library’s activities.May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 28

Planning:Elements to consider11• Atmospheric emissions• Material released in water• Material deposited on land• Use of natural resources and energy• Energy emitted (e.g., heat, radiation, vibration)• Waste and by-productsMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 29

Computers Printer Computers Computers Computers Toner Selectors printAcquiring books Acquisition orders & submit Order entered in Order emailed to from European coordinator to acquisitions ILS vendor distributors distributes dept. Order printout Transferred to Books scanned Books arrive Shelving Books processed branch libraries in ILS from cataloger Paper invoice Vans Barcode readers Throwing out dust jackets Packing Plastic boxes Computers Discard waste from: Barcodes Tapes Security strips Printed labels May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 Location sticker 30

Transport vehicles Paper invoice Packing materials (Cardboard paper, tape, Styrofoam) Paper invoice ComputersBooks arrive Invoice enteredfrom vendor in ILS Ship to Selected booksoutsourced repackedcataloguer Transport vehicules Tapes Packing materials Title lists Printer TonerMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 31

Computers Printer Computers Computers Computers Toner Selectors printAcquiring books Acquisition orders & submit Order entered in Order emailed to from European coordinator to acquisitions ILS vendor distributors distributes dept. Order printout Transferred to Books scanned Books arrive Shelving Books processed branch libraries in ILS from cataloger Paper invoice Vans Barcode readers Throwing out dust jackets Packing Plastic boxes Computers Discard waste from: Barcodes Tapes Security strips Printed labels May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 Location sticker 32

Applying the frameworkInstructions:1. Form a group of three with your neighbours.2. Identify the environmental effects of one activity in libraries (about 5 min.)3. Report back to the large group.May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 33

Report backMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 34

Planning: Objectives, targets & programs12Objective Target Reduce electricity use by 10% byReduce energy usage 2012 Reduce paper use by 15% byReduce paper usage 2012Improve employees’ & community’s All participants understand EMSawareness of environmental issues initiative by September 2011 May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 35

Planning:Objectives, targets & programs13 Program descriptionItem Reduce energy usage by 10%Time frame December 2012 • Replace old computersMethods • Turn off unnecessary lights • Change to LEDResponsibility Manager A Funds from facilities budget for necessaryResources required materialsMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 36

Implementation & operation: Resources, roles, responsibility & authority Overall responsibility and authority for EMS strategy and answering to board of governors Communications Assistant to Responsible for all internal and Director of libraries external communications officer Director of libraries Associate director:Associate director: Client Associate director: Associate director: Budget, Personnel, services Technology Services Collection Services Facilities Facilities & purchasing Responsible for procurement of materials related to Responsible for implementation EMS implementation. Contributes heavily to planning coordinator and maintenance of EMS process and assessment of practices Responsible for estimating financial costs & benefits of Budget officer EMS and including in upcoming budgets Liaises with consultants and auditors. Analyzes staffing Human resources officer needs during EMS implementation Training & development Responsible for staff training for new procedures coordinator developed during EMS implementation May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 37

Implementation & operation: Competence, training and awareness14Identify EMS issues Assess training Define trainingin library functions needs objectives Identify Training Prepare training plan interventions Evaluation of training effectiveness May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 38

Implementation & operation: Communication15Understanding of the EMS across theorganization can be promoted by:1. Sharing information2. Training3. Encouraging participation4. Incorporating staff input May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 39

Implementation & operation:Communication16Issue EnergyRequired outcome Reduce costs by turning off lightsInformation sharing TrainingEncouragement Staff inputMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 40

Checking & corrective action:Monitoring & measurement17Category Electricity useOperation with Computers, air conditioning, lighting,environmental aspects equipmentMeasurement methods Electricity usage meter on electricity& scale board / Interval (kwH)Place to measure Single pointPeriod/frequency MonthlyMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 41

Checking & corrective action:The internal audit...18• Is fundamental to the EMS• Takes place at planned intervals• Checks against international standards• Assesses implementation and maintenance• Is recorded for use in next auditMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 42

Management review19• Results from internal audits• Environmental performance• Degree to which objectives & targets are achieved• Status of corrective & preventive actions• Changing circumstancesMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 43

Document vs. record management20DocumentsProcedures, guides, and other documentation used toimplement and manage the EMS. Scaffolding for theEMS implementation.RecordsMeasurements of activities, including logs, forms, andinspections. Evidence of the EMS implementation.May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 44

To have or not to have?21May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 45

Green library! May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 47

WHAT ARE YOURQUESTIONS?May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 48

References1. Maria Anna Jankowska and James W. Marcum, “Sustainability Challenge for Academic Libraries: Planning for the Future,” College & Research Libraries 71, no. 2 (2010): 167.2. Gregory P. Johnson, The ISO 14000 EMS Audit Handbook, 1st ed. (Boca Raton, FL: St. Lucie Press, 1997).3. International Organization for Standardization, ISO 14001 Environmental Management Systems: An Easy-to-use Checklist for Small Business: Are You Ready? (Genève: Author, 2010).4. International Organization for Standardization, The ISO Survey of Certifications 2008 (Genève: ISO Central Secretariat, 2009).5. Ibid.6. Gregory P. Johnson, The ISO 14000 EMS Audit Handbook, 1st ed. (Boca Raton, FL: St. Lucie Press, 1997); Gayle Woodside, Patrick Aurrichio, and Jeanne Yturri, ISO 14001 Implementation Manual (New York: McGraw-Hill, 1998).7. Alan Morris, ISO 14000 Environmental Management Standards: Engineering and Financial Aspects (Hoboken, NJ: Wiley, 2004).8. International Organization for Standardization, Environmental Management Systems: Requirements with Guidance for Use, 2nd ed. (Genève: Author, 2004).May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 49

References9. Sheldon and Yoxon, Environmental Management Systems.10. Ibid.11. International Organization for Standardization, Environmental Management Systems: Requirements with Guidance for Use.12. Philip J. Stapleton, Margaret A. Glover, and S. Petie Davis, Environmental Management Systems: An implementation Guide for Small and Medium-sized Organisations, 2nd ed., 2001, http://www.epa.gov/owm/iso14001/ems2001final.pdf.13. Sheldon and Yoxon, Environmental Management Systems; Stapleton, Glover, and Davis, Environmental Management Systems: An Implementation Guide for Small and Medium-sized Organisations.14. Sheldon and Yoxon, Environmental Management Systems15. Ibid.16. Ibid.17. Marilyn Block, Effective Implementation of ISO 14001 (Milwaukee Wis.: ASQ Quality Press, 2006); Stapleton, Glover, and Davis, Environmental Management Systems: An Implementation Guide for Small and Medium-sized Organisations.18. International Organization for Standardization, Environmental Management Systems: Requirements with Guidance for Use.May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 50

References19. Ibid.20. Ibid.21. Trade and Development Board, Commission on Trade in Goods and Services, and Commodities, Expert Meeting on Trade and Investment Impacts of Environmental Management Standards, Particularly the ISO 14000 Series, on Developing Countries, Geneva, 29-31 October 1997. Geneva: UN. http://www.unctad.org/en/docs/c1em4d2.en.pdfRecent surveys (slides 9 and 11):Michele Calloway, “Paper Use and Recycling in Academic Libraries,” Electronic Journal of Sustainability Challenge for Academic Libraries 169 (2003).Michael Wescott Loder, “Libraries with a Future: How Are Academic Library Usage and Green Demands Changing Building Designs?,” College & Research Libraries 71, no. 4 (2010): 348-360.C. Stewart, The Academic Library Building in the Digital Age: A Study of New Library Construction and Planning, Design, and Use of New Library Space, 2009.May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 51

Photo creditSlide 9: From Phoenix Public Library websitehttp://www.phoenixpubliclibrary.org/photoindex.jsp?id=9030Slide 10: From daryl_mitchel on Flickrhttp://www.flickr.com/photos/daryl_mitchell/778237944/May 24, 2011 Ishimura & Fitzgibbons - CLA 2011 52

Thanks / Merci!Yusuke Ishimurayusuke.ishimura@mail.mcgill.caMegan Fitzgibbonsmegan.fitzgibbons@mcgill.caMay 24, 2011 Ishimura & Fitzgibbons - CLA 2011 53

A framework for green: Applying the Environmental Management System cycle in libraries

by Yusuke Ishimura

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A framework for green: Applying the Environmental Management System cycle in libraries Presentation Transcript