Reducing use of paper within the local government family

MQT on 2013-05-22
Session date: 
May 22, 2013
Question By: 
James Cleverly
GLA Conservatives
Asked Of: 
The Mayor


What progress has been made in reducing the local government family's use of paper with technology such as electronic invoicing, etc?


Answer for Reducing use of paper within the local government family

Answer for Reducing use of paper within the local government family

Answered By: 
The Mayor

Officers are drafting a response which will be sent shortly.

Written response received on 1 July 2013.

GLA response

All GLA business systems have been automated with electronic authorisation in place for all financial transactions.

Everyone has access to Multi-functional devices (MfD) which allow the scanning and electronic storage of documents. Printing is set-up to be double-sided and only minimal storage space for printed material is provided.

Laptops and tablets are supported to discourage the need to take paper reports into meetings.

The GLA's IT Strategy includes work to deal with removing any remaining paper-based records - with a view to them all being held electronically by 2015.

Despite the increasing capacity and demands on City Hall in recent years (including the Olympics) the amount of paper-use has not increased.

MOPAC response

MOPAC like other sections of the functional bodies is reducing its use of papers.

For example, it no longer routinely produces paper copies of its plans and strategies.

Information is made available on line, though for access reasons in recognition that not everyone has access to computers, we will provide paper copies of papers when and where necessary.

MOPAC has been using electronic invoicing for a number of years.

LFEPA response

Most LFEPA HR processes have become electronic as part of an extensive e-HR project. All requests for leave, training and expenses are electronic and all employee personal records are held electronically. Fully electronic staff performance and appraisal record keeping systems are in place.

All finance transactions carried out by the Authority are electronic.

The processes for reporting fires are have been digitalised, where they used to be paper intensive.

Fire safety inspecting officers now have facilities to record inspection results electronically in the field and across all LFEPA buildings there has been a removal of desk based printers to help reduce paper consumption.

TfL response

TfL is committed to reducing paper usage through technology.

MfDs are used across TfL's head office estate. In 2012, the use of MfDs resulted in the saving of 5,915,248 sheets of paper through duplex and combined printing.

Over 10 per cent of TfL's supplier invoices are now received electronically, and a programme of work to convert a further 20 per cent of high volume suppliers is on track to complete during the current financial year. All accounts payable written communications use email in the first instance, with printed communications only used in cases where no email address is held for a supplier.

455 tenders were published through TfL's e-tendering system in 2012.

The majority of TfL's HR and communication processes, such as leave and training requests and staff communications, are electronic.