Office Paper Buying Guide

1. Office Paper Buying Guide

2. What’s the issue with Paper? • Vanderbilt spends over $600,000 annually on office paper for • Copiers & Faxes • Laser & Ink Jet Printers • Over 150 different types and sizes of paper are routinely purchased • 50% of users either overspend on paper or experience unsatisfactory results by using the wrong paper for the job • 20% of the total Vanderbilt paper spend still occurs with non-contract suppliers • Risk paying higher than contract prices for paper • Reduces our negotiation leverage for future contracts

3. Paper Solution • Procurement Services has created this Office Paper Buying Guide to help you • Select the right paper for the job • Order the right paper from the right supplier quickly and efficiently • Get the results you want • Save money, time and effort

4. What type of Paper to Buy? • Many types of Office Paper are specifically designed for specialized applications as well as general purpose printing and copying • Six major categories: • Multi-Purpose Paper • Laser Printer Paper • Inkjet Printer Paper • Color Copier Paper • Recycled Paper • Security Paper • Product Listings on pages 13-14

5. Paper Terminology • Office Paper comes in a bewildering array of colors, finishes, weights, sizes and packages • Acid-Free – Paper made without process acids. Has a longer shelf life and is good for long term archiving without turning yellow • Basis Weight – The weight of 500 sheets of paper measured in lbs. The higher the weight the thicker and more substantial the paper (16lbs, 20lbs and 24lbs are common weights) • Brightness – Measures how much light the paper will reflect. The higher the number the brighter (or whiter) the paper. A 96 brightness is visibly whiter than a 92 brightness • Caliper – The thickness of paper measured in thousandths of an inch or in millimeters. The higher the caliper the thicker the paper • Post Consumer Fiber – The previously used paper material contained in recycled paper. Expressed as a percentage • Ream – The basic bulk unit of paper equal to 500 sheets of paper • Sizes – U.S. standard measurements 8.5” x 11” (Letter), 8.5” x 14’ (Legal); European sizes (A4, A5, etc.) • Smoothness – The smoother the paper the sharper the printed image. The lower the smoothness number the smoother the paper

6. Multi-Purpose Paper • Multi-purpose copier paper – everyday workhorse • Common Uses: • Proofs and drafts • e-mails, interoffice correspondence • Forms • General copying and printing needs • What to Look For: • Brightness: 90-92 range • Weight: 16-20 lb should be sufficient for all needs • Smoothness:170-160 range (lower the better) • Benefits: • Multi-use papers deliver reliable performance in a variety of office imaging equipment • Economical and competitively priced • Available in all common sizes

7. Laser Printer Paper • Laser Printer Paper – Optimized for use on laser printers when appearance is important • Common Uses: • Executive reports, Contract documents, legal documents • Analyses charts and graphs (especially when printing in color) • Announcements with complex graphics • What to Look for: • Brightness: 92–96 range • Weight: 22-32 lbs. These papers have a more substantial feel than multi-purpose paper • Smoothness: 100–80 range. Smoother surface yields clean, sharp images • Benefits: • Various grades available for everyday and presentation use • Improves laser printer performance especially for color and complex graphics

8. Inkjet Printer Paper • Inkjet Printer Paper – Insures images print cleanly without bleeding • Common Uses: • Proposals, Presentations, Flyers • Any general printing especially with color images • What to Look For: • Brightness: 96 • Weight: 20-24 lbs • Smoothness: 100 or lower • Benefits: • Formulated to hold the liquid ink on the surface and insure dense, full colors and text • Higher weight and opacity permits 2-sided color printing • Cost effective way to produce colorful, complex presentation materials Tips: • Matte-coated inkjet printer papers feature rich texture and offer brilliant color prints • Gloss-coated papers offer a shimmer that makes the document stand out

9. Color Copier Paper • Color Copier Paper – Specifically formulated to produce vivid colors and contrast when used in color copiers • Common Uses: • Brochures or Flyers • Reports especially those with graphs and charts • Executive Reports or documents • What to Look For: • Very High Brightness: 98 • Weights: 28 lbs for text pages and 60-80 lbs for Covers • Smoothness: 40 or better • Opacity: 94-98 • Benefits: • Superior color rendering and contrast • Quality allows copier jobs to be produced “in house” instead of externally printed • Maximizes investment in color copier equipment by increased job quality and production volume

10. Recycled Paper • Recycled Paper is made with post-consumer paper materials, is acid-free and processed without the use of chlorine bleach • Types Available: • Multi-purpose, Laser and Color copy, papers • What to Look For: • Recycled Paper offers all the same qualities as new paper as well as the same quality guarantees. • Available in 30% – 100% post-consumer content • Benefits: • Compatible with all copiers and printers • 100% post-consumer products reinforce commitment to recycling programs • Tips: • Find the right recycled paper based upon need. Use the specifications of new paper and then find that right recycled option based upon those specs.

11. Security Papers • Security Papers are designed to deter document fraud by the use of imbedded covert security features • Patented technology is 99% effective with all current digital technology; less effective with older analog equipment • Hidden words appear when original documents are scanned, copied or faxed • Paper is tinted and reveals a white space when text is physically erased • Common Uses: • Financial Reports, Contracts, Legal documents • Medical records, Transcripts, Official records, Gift Certificates • What to Look For: • Same basic specification as regular office paper • Choice of hidden words – “UNAUTHORIZED COPY”; “COPY”; “VOID” • Benefits: • Performance is the same as regular office paper • Offers a useful level of document security • No special equipment or training required to use

12. Where to Buy Paper • Guy Brown/Office Max • Guy Brown/Office Max is Vanderbilt University’s contract supplier for Office Paper and all other Office Supplies • VUMC mandates Guy Brown/Office Max through the implementation of their Office Supply formulary • Guy Brown/Office Max was selected as a result of a rigorous competitive bid process and found to have the best product selection as well as the most competitive prices • Guy Brown/Office Max program benefits: • Fast and easy ordering using eProcurement • High volume Product Formulary and online catalog • 24 hour Customer Service and Easy Return Policy • Next Day Desk Top delivery • Large Product selection • Guy Brown is a certified Diversity Supplier • http://www.shopguybrown.com/

13. TOP SKU’s from Guy Brown Multi-Use, Laser, Inkjet & Recycled Paper

14. TOP SKU’s from Guy Brown Colored and Security Papers

15. Questions? • Procurement Services • Purchasing Agent – Andrea Netterville • Phone: 322-3275 • Andrea.netterville@vanderbilt.edu • Services Sourcing Officer – Maggie Robinson • Phone: 936-7894 • Maggie.robinson@vanderbilt.edu • Guy Brown/Office Max • Business Relationship Manager – Jaenne Roseberry • Phone: 615-238-6600 x 2442 • Cell: 615-957-2577 • Jaenneroseberry@officemax.com • Account Executive - David Carter • Phone: 615-777-1500 • Cell: 615-364-4070 • davidcarter@guybrownproducts.com