The topic of green initiatives in the office is becoming more prevalent as increasingly socially conscious young workers enter the workforce, in turn creating new considerations for document management that is not only efficient but also fiscally and environmentally prudent.

"Studies show that young workers are more inclined to align themselves with employers that demonstrate environmental awareness," said Joseph Willis, Attorney at Gibson & Sharps, PSC, in a pre-session interview for the annual National Association of Subrogation Professionals (NASP) conference. "Gaining a recruiting advantage is important, even though it's not necessarily a jobseeker's market right now. However, companies can also realize other tangible benefits by instating an eco-friendly program or by simply making smarter choices to reduce their impact on the environment."

Willis explored some of the advantages associated with going green in the NASP breakout session titled, "The Other Green: How To Manage An Eco-Friendly Subrogation Department." He also discussed the steps employers can take to introduce their own eco-friendly programs to foster participation and collaboration amongst employees.

Many subrogation departments already embrace certain eco-friendly measures, including limiting paper usage and energy expenditures related to cooling, heating, and water consumption. Others recycle an array of materials, from old magazines and industry journals to aluminum cans. For them, the transition to green will be rather subtle.

In fact, Willis was quick to note that going green need not entail a substantial investment of time and monetary resources. It can begin as simply as requesting that employees forego Styrofoam cups in favor of coffee mugs, which an employer may purchase for all, or constraining office communication to electronic means whenever appropriate. Curbing paper usage overall is an essential component to any eco-friendly program, Willis stressed.

"Make as many aspects of your operation paperless, he said. "You don't need to print everything out. Only print when it's absolutely necessary, and try to print everything double-sided. Also, when conducting a meeting, rely on disseminating the information via a projector instead of printed handouts, which would have to be physically distributed. Be sure to post the meeting details electronically for attendees' review."

Attorneys and claim professionals in particular have ample opportunities to have a positive impact, as they routinely handle a barrage of faxes and paperwork. By going paperless, they can virtually eliminate the need for overnight deliveries in many instances.

"More courts are allowing--if not requiring--electronic submission of documents," Willis said. "The capability to e-mail files in lieu of arranging runners and overnight deliveries helps us save shipping fees and use considerably less paper. In fact, overall, a lot more can be done electronically, affording instant access to certain information. It also speeds up the entire process, partially because you no longer require someone to physically handle packages and proofs."

Perhaps the greatest impediment to widespread adoption of e-mailing sensitive documents is file security. Privacy can be preserved through file encryption, which some might view as a potential hassle. (Parties must be mindful of matters of confidentiality, especially when dealing with healthcare subrogation claims, for example.) Willis will address this during his presentation, along with the practicalities of vendor-client systems that simplify the exchange of encrypted data.

Among the other topics for discussion were various web resources for companies pondering a shift and Willis' own company's successful implementation of an eco-friendly program and "green committee." Guidance was offered about how to develop a clear strategy, create a budget, and compile a "green" team to which management would define and relay parameters, likely through some electronic means of course.

Special Reports /

Being Green Can Be Easy

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