Green regulations
How to create green regulations in cultural institutions? First and foremost, through pro-environmental provisions in internal regulations, public procurement and strategic documents. Regulate climate-friendly solutions in internal codes. For example, in business travel regulations, it is worth indicating preferred means of transport – promoting rail travel, limiting domestic flights, and introducing annual limits or a requirement to justify the need for a flight for international travel.
Similar rules should be included in the purchasing policy. Environmental aspects can be incorporated into various elements of the public procurement procedure: the description of the subject of the contract, the criteria for evaluating bids, the grounds for exclusion, the conditions for participation and the requirements for the performance of the contract. The Terms of Reference (ToR) may include, among other things: the obligation to use recycled or environmentally friendly materials, the requirement to have environmental reports (e.g. on carbon footprint), a limit on the number of intermediaries in deliveries or a preference for local services (reducing the transport footprint), or the energy efficiency of the equipment offered. It is also worth rewarding contractors who meet additional social criteria, e.g. offering stable employment conditions, pursuing an equal opportunities policy, or employing people from disadvantaged groups.
Green regulations do not have to be comprehensive to begin with – they can be implemented gradually, updating existing documents and consulting on them with the team. (See: ECO-ETHICS OF COOPERATION)
> Examples of green public procurement provisions in various categories of services and products can be found, for example, here: Green public procurement – handbook or here: Green public procurement – guidelines for municipalities and counties.
Digitisation of documents. Institutions produce and store large amounts of documents. Electronic document management system (EOD) – an IT system for managing task and document workflow allows you to save time, materials and money. It is easier to find the contract you need and control the document circulation paths. EOD also improves communication between employees. By using such a system you do not use a lot of paper and toner. It is worth remembering, however, that EOD requires appropriate digital competences and the purchase of special software. The EOD can be extended with an Electronic Document Submission Inbox (ESP). The most popular ESP in Poland is the ePUAP platform used in the public sector.
Digital documents are generally more environmentally friendly because they eliminate paper consumption, transport and storage space. However, for this solution to be fully environmentally friendly, it is essential that the digital infrastructure (servers, devices) is managed in an energy-efficient manner and that it uses renewable energy sources. (see: ICT)
