Paper Prints Policy

1. Introduction

This policy outlines the guidelines for accessing and printing paper copies of documents within the "Corporate Governance & Audit Archive Review" project. The policy aims to ensure responsible access, maintain document integrity, and minimize unnecessary printing costs.

2. Access to Paper Archives

• Access to paper archives is restricted to authorized personnel only, as determined by the project lead or relevant management.
• Authorized personnel must sign a logbook upon accessing the archives, specifying the date, time, and reason for access.
• Handling of documents should be done with care to avoid damage or loss. Food and drinks are not allowed near the archives.

3. Printing Policy

• Printing should be limited to essential documents only. Digital copies should be preferred whenever possible.
• Before printing, consider if the information can be retrieved electronically through search functions within the archive or alternative digital formats.
• Double-sided printing is encouraged to minimize paper waste.
• The default print quality should be "draft" to further reduce ink consumption.
• Printing personal documents or documents unrelated to the project is strictly prohibited.

4. Cost Recovery

• The project may implement a cost recovery system for excessive printing. This could involve a nominal charge per page or requiring justification for large print jobs.
• The specific details of any cost recovery system will be communicated to authorized personnel by the project lead or relevant management.

5. Exceptions

• In exceptional circumstances, such as legal requirements or system outages, paper copies may be required beyond the scope of this policy.
• Such exceptions must be approved by the project lead or relevant management and documented accordingly.

6. Monitoring and Review

• The project team will monitor paper usage and the effectiveness of this policy.
• The policy may be reviewed and updated periodically to reflect changes in project needs or best practices.

7. Compliance and Consequences

• All authorized personnel are expected to comply with this policy.
• Non-compliance may result in disciplinary action, including suspension or termination of access to the archives.