Net Media Inc.
ENVIRONMENTAL MANAGEMENT SYSTEM
Net Media, Inc. wholeheartedly accepts and is working within the parameters of the Social and Environmental Management System as outlined in the IBM Chief Procurement Officer’s letter dated March 23, 2011. (enclosure #1)
We take pride in our accomplishments to date and look forward to continued success in all areas. We are working daily on creating a working atmosphere where people look forward to coming to work, are working in a safe environment, work is equitably distributed, employees are trained in their positions and cross trained to help their peers when needed. We strive to be free of discrimination of any kind regardless of race, color, national origin, sex, age, physical handicap or religious affiliation
We have been equally committed to protecting our environment, conserving our nation’s natural resources, recycling as much as possible and limiting consumption since our inception. To this end we embrace the new ideas and concepts that have been presented to us by IBM and are actively looking to incorporate improvements and efficiencies whenever and wherever we can.
Our mission is to be in a leadership position in its industry by providing responsive, high-quality, reliable, technologically advanced, and cost-effective services that enable its customers to meet their business objectives, allow Net Media to enhance client value, and afford its employees the opportunity to realize their professional and personal goals. Net Media supports this mission with dedication, resources and expertise.
It is the policy of Net Media to provide quality services in support of our mission and to be responsive to the individual and collective needs of our clients as well as those of the public at large. Our client commitments, supporting actions, and services delivered must be recognized as expressions of quality.
Net Media shall be a trustful and reliable long-term business partner. Our solutions and services shall meet the customers’ needs and demands. Our customers’ faith in the ability of our organization to deliver excellent services is at the core of our mission. The quality put forth in our daily business is created by collective actions of each employee and subcontractor collectively. The good intentions and the good spirit of our co-workers generate decisions and actions, which is crucial for our success.
Our values, Code of Conduct, business conduct policies and standards guide our associates in deciding which activities to undertake and how to perform them. High standards on integrity are thus central to achieving responsible good business. It is our firm conviction that responsible business results in better business.
Agreements with Clients, Vendors/Suppliers, and Sub-tiers
We are committed to building and maintaining high-quality business relationships with our clients, vendors, and sub-tiers. All associates who have contact with clients, vendors/suppliers, and sub-tiers—including those who have decision-making and approval authority—must not engage in any activity that might affect the integrity and effectiveness of these relationships. We expect our associates to understand and comply with this principle and abide by Net Media’s policies, local business practices, country-specific customs, and applicable legislation.
Preventing Legal Liability and Financial Loss for Net Media and Our Clients
Every associate has an obligation to take reasonable steps to minimize the risk that our services could cause legal liability or financial loss to Net Media or our clients. This includes delivering high-quality work, ensuring that our actions and client discussions are held confidential, managing client information with third parties, and acting with the highest level of honesty and professionalism in all we do. We are careful about accepting assignments that can bring risk to Net Media or our clients.
Gifts, Entertainment and Other Gratuities
At Net Media, we are committed to building and maintaining sound business relationships with our clients, suppliers and other business partners. For this reason we purposely avoid any situation that could damage the integrity of these relationships such as accepting gifts, entertainment or other forms of gratuity.
Equal Opportunity Employment Policy
We are committed to create a favorable work environment in which all employees, regardless of race, color, national origin, sex, age, physical handicap or religious affiliation, can enjoy equal opportunities in their employment relationship with our company or clients.
Harassment and Discrimination
We are committed to an environment of mutual appreciation and respect. Our position on harassment and discrimination is clear and explicit in that we do not tolerate any behavior that degrades, harasses, or discriminates against any other associate, client, vendor/supplier, contractor, or employee of a sub-tier provider.
Substance Abuse and Smoke-Free Workplace Environments
We are committed to providing a safe, healthy, and professional work environment that is not impacted by the risks of associates working while under the influence of alcohol, illegal drugs, or the abuse of legally prescribed or legally available drugs. To fulfill this commitment, we have established a principle that prohibits the possession, use, manufacture, sale, or distribution of illegal drugs within Net Media or within the scope of their employment while at a client’s site. We also promote a smoke-free work environment within Net Media and our client’s sites.
Maintaining a Nonviolent Workplace
We are committed to the goal of providing a safe work environment without violence or weapons. Our position is clear in that we do not tolerate acts of violence and abusive or threatening behavior, including verbal, written, or other nonverbal threats, or physical attacks. This includes behavior at Net Media, as well as at our client sites where the associate performs work. Weapons are prohibited in the workplace, as well as in any personal motor vehicle brought to the premises. We
expect associates not to encourage, initiate, or engage in workplace violence. This also applies to behavior with clients, vendors/suppliers, and contractors. The purpose of our position is to stop potentially violent, abusive, or threatening situations before they start or escalate.
We recognize that some information, often referred to as ―privacy protected, could be detrimental to Net Media or our clients if confidentiality is violated. Our position is to protect our associates and clients from harm through the misuse of information that could have a negative impact on the firm, our clients, or our prospective clients. When an associate leaves a client’s site, that associate’s work products remain the property of the firm unless otherwise agreed upon.
Net Media strives to ensure the confidentiality and security of the data it processes. This means that associates are expected to be sensitive to the way they treat personal information.
All associates must protect the confidentiality of personal information—of our clients, our clients' employees, and associates at Net Media.
Net Media places a high importance on securing the information we collect and process on behalf of our clients and associates. Net Media information security policy and supporting procedures are intended to preserve the integrity of our client relationships, protect client and associate data, and maintain legal compliance. Our objective is to maintain business continuity and avoid business damage by preventing and minimizing the impact of information security incidents.
Expense reports are an important responsibility for associates who travel on business or have other approved business expenses. We expect all associates to only submit legitimate business expenses and complete expense reports in a timely and accurate manner since these reports impact our client billing and financial reporting.
For some of our products and services, we invoice our clients based upon the amount of time required by our associates to perform the work. We are committed to ensuring that all billings are fair and accurate. We expect all associates to accurately record the amount of time worked to the correct billing or client number. It is unacceptable to falsify or misrepresent your time on timecards, invoices, or other time-recording systems.
Records Retention and Disposal
We maintain and support a comprehensive worldwide records management program to properly maintain, protect, and dispose of records, as appropriate, on a local basis in the normal course of our business.
Records that are relevant to pending or ongoing litigation, investigation, or audit shall not be destroyed.
Every business has one thing in common – they are equally susceptible to emergency situations. Business continuity planning must account for both man-made and natural disasters. Net Media has implemented a Business Emergency Survival plan ( www.ready.gov) to prepare for, respond to, and recover from disasters whether it is a hurricane or a bomb threat, terrorist activity or a chemical spill.
It is not meant to override any policies, procedures, rules, regulations, and protocols. It is not an absolute guide for every situation and does not relieve the receipts of responsibility for any standing policies, procedures, rules, regulations, and protocols.
One of the best methods of assuring your company’s recovery is through emergency planning, communication with employees while securing the company’s physical assets.
Environmental impact is an important issue across the globe, with pressure to minimize that impact coming from many sources, including governments, trade associations, supply chains and other social and financial stakeholders. Our Environmental Management System (EMS) provides a framework for managing environmental responsibilities efficiently in a way that is integrated into our overall operations.
The following elements are the environmental initiatives at Net Media:
Ø Compliance: Net Media will responsibly manage all aspects of our business to ensure environmental laws and recognized standards are met or exceeded. We will monitor compliance with our own policies, procedures, and standards.
Ø Responsible Business: Net Media will develop, maintain, and communicate effective policies, procedures, standards and guidelines for our business activities, to address environmental issues and risks material to Net Media, its clients and its sub-tiers.
Ø Monitoring: Net Media continuously seeks ways to reduce its environmental footprint. Through our policies, management systems, review processes and programs we ensure that our operations first meet all applicable environmental requirements; we then seek to elevate our performance above and beyond the legal and regulatory requirements.
Ø Environmental Footprint Reduction: Net Media will pro-actively apply sound environmental practices to internal operations and purchasing decisions. We will seek ways to minimize our consumption of resources, including energy, paper and water, and our generation of waste and emissions. We will help create opportunities for our suppliers and employees to do the same.
Ø Employee Involvement: Net Media has regular discussions with all employees relevant to means by which we can reduce the use of natural resources and recycle our used materials in concern with the programs available in our area. We encourage our employees to act in an environmentally responsible manner, and support our company’s objectives. We also support opportunities to become personally engaged in environmental sustainability initiatives that are important to our business and/or our community.
Ø Reporting and Transparency: Net Media does not currently report regularly on our key environmental performance indicators. However we have begun monitoring our usage and will continue to improve our system for monitoring, measuring and transparent reporting of our performance relative to our targets, priorities and objectives. As the data is collected, we will report regularly on our key environmental performance indicators.
Ø Partnership: Net Media will establish and maintain productive partnerships to ensure that we remain informed about relevant concerns and issues and are well-positioned to manage environmental risks and opportunities.
We commit to operate consistently with applicable environmental legislation and regulations and to provide our services consistent with international standards developed to avoid, reduce or control pollution to the environment.
We pledge to monitor our performance as an ongoing activity, to strive for continual improvement and to provide a framework for establishing and reviewing quality and environmental objectives and targets.
With a systematic work with collecting facts and figures we can reach an improved way of managing our environmental work.
While Net Media doesn't have factories or manufacture products, we still believe we have a responsibility to be good stewards of the environment. A cross-functional leadership team ensures that we take a companywide view of environmental risks and responsibilities. Some notable successes in the past year, including:
Reducing Stand-by Power
Ø Turn off all equipment evenings/weekends
Energy Efficient Heating/Cooling
Ø Programmable Thermostats: Outdated thermostats in entire building were replaced with digital and programmable thermostats to reduce heating/cooling during non-working hours.
Ø Double Pane Windows: New high energy efficient windows installed to reduce loss of cooling and heating and to allow use of natural light and ventilation during tepid seasons.
Ø Personal fans to circulate air in offices for personal comfort and to allow higher AC and lower heating settings.
Ø Ductwork upgraded to ensure maximum efficiency of the HVAC system and extra insulation added.
Ø Air filter scheduled change to increase HVAC efficiency.
Ø Use of window blinds for keeping light out during the hot summer months and allowing sunlight in during the cooler months.
Energy Efficient Lighting
Ø Florescent bulbs: Four bulb light fixtures reduced to two bulbs to save energy.
Ø Parking lot security lights replaced with low pressure sodium (LPS) bulbs set on motion detection sensors to reduce both wattage and usage.
Ø Emergency lights converted to LED bulbs.
Ø Energy Efficient Equipment
Ø Outdated computers/monitors replaced with more energy efficient models. All PCs are equipped with low energy flat screen display.
Ø Server storage area designed to use low energy variable speed fans with a thermostat controlled on/off switch to reduce usage yet maintain safe operating temperatures needed to maintain the life of the equipment.
Ø Energy Star compliant scanners and printers reducing energy use and carbon foot print.
Indoor Water Usage
Ø Low-Flush Toilets installed
Ø New energy efficient hot water heaters installed with a minimum gallon size water heater capacity and settings lowered
Outdoor Water Usage
Ø Landscaping conservation: Net Media uses drought-tolerant native plants, ornamental grasses, and trees in our landscaping to reduce water usage.
Ø Annual replacement of mulch around plants to retain water.
Ø Paperless data handling to minimize waste
Ø Double-sided printing when possible
Ø Used paper and cardboard collected and recycled in support of our regional recycling program
Ø Contracts and Correspondence sent electronically
Ø All invoicing sent electronically
Ø ACH payment options to reduce printing and paper waste.
Ø Annually collect and properly dispose of out dated electronics through local programs.
Ø Used ink cartridges returned to a local recycling partner.
Ø Net Media collects metal, plastic, and glass packaging recyclables in support of the local recycling program.
Ø Teleconferencing with clients/co-workers to reduce and/or eliminate fuel waste and gas emissions caused by traveling
Ø Promote online training when possible
Ø Remote access granted to employees to allow work from home and to reduce carbon printing.
Net Media will work within the framework of our services to undertake activities including, but not limited to, the following:
Ø further develop, maintain and communicate environmental policies, procedures, and guidelines;
Ø engage with clients and sub-tiers to advance and launch initiatives necessary to meet our objectives;
Ø monitor key activities and track performance, including cost-effectiveness of initiatives;
Ø assess the need for improvements; and
Ø report annually on our progress in implementing the Environmental Management System.
In addition, Net Media’s business and operational units will provide input into environmental strategy and policy, share information on and assist with efforts to reduce our environmental footprint, address risks and promote and leverage business opportunities.
We believe that our actions can make a significant and positive contribution to helping solve some of the problems posed by these issues.
Net Media works together with its employees at every level in our business; looking at how improvements can be made and, where these are recognized, save on resources being consumed. This involves every single aspect of resource efficiency.
In the coming months and years, we will be strengthening existing programs, polices, procedures and guidelines, and where necessary, developing new ones to implement Net Media’s Environmental Management System. We will seek to make significant gains in these areas, ensure alignment with our environmental policy, and monitor and report publicly on our progress.
We use energy to heat and cool buildings, run our technology infrastructure and lighting systems, and for other purposes.
Net Media is committed to:
Ø reducing energy use intensity within our premises through replacement of standard florescent bulbs with compact florescent bulbs, switching off lights in unused rooms
Ø pursuing opportunities to reduce energy use in our information technology systems and operations; by our continuing replacement of outdated equipment and plugging machines into power strips that can be shut down during nights and weekends.
Ø encouraging our sub-tiers to use energy-efficient products and increasing our involvement in certified green programs.
Ø a 10% decrease our energy usage by the end of 2012.
Ø Planting of trees in surrounding open areas to promote shading of building and reduce cooling cost.
While Net Media’s level of direct water consumption is relatively small and we are committed to improving our water use and conservation practices. Unfortunately, our water meter is combined with several other businesses in the building and we are unable to track our individual usage.
Net Media is committed to:
Ø reducing the use of water in our office, on a per employee basis
Ø encouraging the use of reusable water containers and water coolers or tap water in our premises, where appropriate;
Ø encouraging our sub-tiers to conserve water and
Ø increasing the use of environmentally-friendly cleaning products in our facilities in order to reduce the quantity of hazardous substances in wastewater
Net Media is committed to a healthy environment and a sustainable economy. Along with that is a growing recognition that we need to get past the "throw away" mentality. In fact, we now understand that much of what used to be called "waste" is a resource that can be re-used. Recycling helps reduce the amount of solid waste going into our landfills, encourages the development of new technologies and creates jobs.
Net Media is committed to:
Ø reducing the amount of paper we use, on a per employee or per customer basis by encouraging printing only when necessary and increasing double sided printing.
Ø continuing to encourage support the electronic delivery of documents to/from clients, where appropriate;
Ø ensuring that the paper we purchase contains recycled fiber where available and
Ø printing on scrap paper whenever possible.
Ø A 10% reduction of paper purchased/used by the end of 2012.
Waste minimization through demand management, reuse and recycling are the preferred methods of reducing solid waste. However, where solid waste cannot be eliminated, we are committed to careful management and disposal.
Net Media is committed to:
Ø disposing of electronic equipment and devices in an environmentally-responsible manner and considering disposal when we make decisions about the procurement of products and services;
Ø recycling paper, glass, plastic and metal throughout the organization, wherever municipal recycling programs or practical alternatives exist; and
Ø promoting the reuse of furniture and other fixtures to reduce the amount of materials going to landfill
Most of Net Media’s greenhouse gas emissions are indirect, such as through our use of purchased electricity, the production and distribution of documents, and employee travel.
Net Media is committed to:
Ø reducing the greenhouse gas emissions intensity within our owned premises and working with our tenants toward the same objective;
Ø pursuing support of Green Energy through our local supplier, PSE&G
Ø promoting the use of alternatives to travel, such as videoconferencing and teleconferencing, where possible,
Ø and making flexible ―work from home‖ arrangements available to employees where feasible
Net Media will publicly report on our progress on environmental issues and activities through our website, (http://www.netmediahire.us/). We will enhance our environmental data management and collection system to improve the quantity, quality and geographic scope of environmental performance data that we report on.
A successful environmental management system relies on the positive forces of responsibility and creativity of all employees. The real challenge is to ensure that environmental management becomes and remains a productive force and a continuous source of innovation, rather than another burden on top of other daily procedures.
The value of employee participation lies in:
Ø Alertness to important causes of inefficient use of inputs or emissions that may else go unnoticed. As inputs are also directly linked to costs and emissions signals a possible wasted input, sometimes even costly to handle, such alertness is of direct economic benefit, besides its merit for the environmental performance. We have numerous examples that employees in their mapping of material and energy flows within their unit discover electrical appliances running without apparent purpose, i.e. hidden water losses, continuous running electronics.
Ø Preparedness to accept changes, when new procedures have to be implemented as part of the environmental management system or to improve environmental performance.
Ø Spreading responsibility for the environment to all employees that take operational decisions is the best guarantee that problems are minimized and eventually entirely prevented.
Ø Alertness to opportunities for reaping benefits through communicating the improvements in environmental performance already achieved.
Ø A more stable workforce that takes more pride in their work and acts as ambassadors for their company in the community.
It should be clear from the above that learning the procedures of the environmental management system is the least part of environmental training. The major part of environmental training lies in developing a commitment to continuous investigation of the structures and activities constituting the production chain and its interaction with the environment, and a competence to respond to the result of this investigation.
In the current financial and legal climate, environmental audits are no longer the reserve of only the most ―green or image conscious companies. They are a recognized necessity to keep costs down and increase profits.
Net Media will carry out annual environmental audits and surveys (waste, resource and legal compliance) and report our findings on our website.
Net Media aims to implement an Environmental Management System (EMS) in partnership with our clients, vendors/suppliers, and sub-tiers. Net Media strives to contribute to our society by sharing vital information useful to a variety of associates in an effort to reduce and improve our environment. Making earnest efforts at encouraging our partners to join us in our efforts to reduce our environmental impact, will also promote communication with our clients, vendors/suppliers, and sub-tiers about their business activities and practices and stimulate joint efforts to improve our environment.
Net Media is committed to:
Ø Sending quarterly green newsletters to our clients, vendors/suppliers and sub-tiers and sharing their suggestions with others.
Ø recognizing on our website any of our clients, vendors/suppliers and sub-tiers that are active participants of local/state/federal green programs
Subject: 2011 Supply Chain and Environment Responsibilities
Dear IBM Supplier:
IBM has expected its suppliers to operate in an environmentally responsible manner for decades. Accordingly, our management system has included various environmental and supply chain social requirements for our suppliers. In addition, in 1998, IBM explicitly encouraged its suppliers to align their own environmental management systems with ISO 14001 and to pursue registration under this international standard. In 2004, IBM published its Supplier Conduct Principles to articulate the company's overall supply chain social and environmental requirements.
These early initiatives and actions - taken well before the present day focus on "green" -- have served IBM and its suppliers well, underscoring how effective environmental management makes good business sense. As we begin a new decade and in recognition of the continually growing imperative for environmental and corporate responsibility across supply chains, I am writing to inform you about some new requirements we are now setting for our suppliers in this important part of business.
Specifically, IBM will now require all of its suppliers to:
define, deploy, and sustain a corporate responsibility and environmental management system;
measure performance and establish voluntary environmental numeric goals
publicly disclose results associated with these voluntary environmental goals and other environmental aspects of the management system
Many of you have already been doing this for several years, and you have recognized -- like IBM -- that environmental leadership fosters business efficiency and effectiveness. You have also accepted that environmental responsibility and accountability resides at home, in your own business operations. For others, these requirements may represent a new way of doing business. Nevertheless, we trust you are familiar with the underlying issues since we previously wrote about ISO 14001 and IBM's Supplier Conduct Principles. What may be new, therefore, is taking the next steps to establish a formal management system, measure performance, set goals, and disclose results.
There are certain basic elements that are necessary to put these requirements into action. We have stated them in the attachment below. IBM's own practices are built upon them, yet they are certainly not exclusive or limited in applicability to any one company or any particular industry sector. Although we are now asking you to include these elements in your work, we are not prescribing a uniform set of programs and goals. We realize there is not a "one size fits all" solution. Instead, we ask each supplier to deploy a management system, measure performance, set goals, and disclose results in a way that reflects your company's particular intersections with corporate responsibility and the environment.
Whether these requirements are new to you or not, IBM believes they are important and expects its suppliers to meet them. Questions pertaining to these requirements should be directed to your IBM procurement contact person. Thank you for your attention to this important matter.
John Paterson Vice President
Global Supply and
Chief Procurement Officer
IBM's Requirements for Suppliers Regarding a Corporate Responsibility and Environmental Management System, Measuring Performance, Setting Goals, and Disclosing Results
IBM asks its suppliers to:
Ø define, deploy, and sustain a corporate responsibility and environmental management system that identifies significant aspects of the supplier's intersections with these matters, including those articulated in IBM's Supplier Conduct Principles and the Electronic Industry Citizenship Coalition Code of Conduct
Ø establish programs (within the management system) to control operations that intersect with these matters and confirm compliance with applicable law, regulation and any particular contractual requirements
Ø measure performance associated with supplier's significant environmental aspects where applicable and include at a minimum each of the following aspects common to virtually all businesses:
Ø energy conservation
Ø scope 1 and scope 2 greenhouse gas emissions *
Ø waste management and recycling
Ø set voluntary environmental goals to achieve positive results associated with significant aspects where applicable and include at a minimum one in each of the three aspects cited in item 3 above
Ø publicly disclose results associated with these voluntary environmental goals and other environmental aspects from the management system, including any regulatory fines or penalties that may have occurred
Ø train employees who are responsible for performing this work
Ø conduct self-assessments and audits as well as management reviews
Ø cascade this set of requirements to the supplier's suppliers who perform work that is material to the products, parts and/or services being supplied to IBM *Note: scope 1 greenhouse gas emissions: direct emissions generated by the company scope 2 greenhouse gas emissions: indirect emissions that are associated with the generation of electricity that is purchased and consumed by the company
Illustrative information about IBM's own Global Environmental Management System and environmental reporting and disclosure can be found at:
http://www.ibm.com/ibm/environment/ems/ (IBM's Global Environmental Management System)
http://www.ibm.com/ibm/environment/annual/ (Environmental Reporting and Disclosure)