Sustainable IT

The University recognises that digital infrastructure contributes to energy use, carbon emissions, and resource consumption. We are committed to reducing these impacts by embedding an environmentally and socially responsible approach across digital and IT operations. 

The University is committed to reducing its environmental impact by monitoring and reducing greenhouse gas emissions and delivering on Net Zero in terms of direct emissions (Scope 1) and indirect emissions (Scope 2), while also considering and reducing impacts from purchasing and use of third party services (Scope 3). More information about how we’re planning to deliver Net Zero can be found on the Sustainability website, and there are plenty of small things you can do to help.

Data storage 

Campus based data centres consume a significant amount of electrical energy and waste heat. Some data centre function now utilises Cloud-based services and, over the last few years, campus-based data centres have been rationalised and become significantly more efficient. Movement to the Cloud also has an advantage of improved efficiency, reliability, flexibility and responsiveness for many services. 

Data centres are used to store different data for all sorts of applications and uses. The more data stored - and required for those uses - the more expensive this is. In general, the less unnecessary data we store and the less duplication of data there is, the lower the costs both economically and environmentally. Everyone can do their bit to help. Sometimes using version control systems and appropriate file formats from the outset can reduce impacts significantly - as can deleting data that is no longer valuable.  

We’ve got various tips and tools available to help give you guidance around what to keep, and for how long, as well as general tips for keeping on top of keeping your storage organised:  

• Staff can visit our Digital Declutter hub (University login required) for housekeeping tips for University-managed devices and shared content.
• Colleagues can also find out who their local Digital Champions are on the intranet (University login required) for advice. 
• Advice on personal file storage and Data storage at the University is available to staff and students on the IT website (University login required). 
• Everyone at the University has access to Microsoft OneDrive to store their work in the cloud. We encourage people to use this as it makes it much easier to share individual files or folders with others, helping to avoid multiple versions of the same file taking up space.      
• You have an email archive folder – use it! Everyone at the University has an archive email folder. This helps reduce the amount of space your emails take to be stored. They get added after 14 months but consider archiving emails sooner and deleting what you don’t need. 

The University of Leeds minimises website data by operating storage limitation principles. For more information, refer to the Privacy Notice associated with each of our websites and the University of Leeds Records Retention Schedule.  

Guidance on reducing emissions and energy use 

There are lots of small things you can try to help reduce energy use: 

• Many people need a second screen to be able to work effectively but, if you don’t, then having and using only one screen will reduce your electricity consumption.  
• Switch off your computer and monitor (and other devices) when you aren't using them. Even if your computer needs to be on, remember to switch off your monitor (if you have a separate one) if it isn't needed. 
• Use links, rather than attachments, to share a file - it means you’re pointing everyone to the same, single copy, of a file rather than creating a bunch of duplicates.   
• Don’t send unnecessary emails. It’s nice to be polite, but messages simply saying ‘thanks’ can hugely bloat an inbox, meaning that various systems have to work that little bit more to deliver and store the message. And we could all do with a little less email! Outlook even lets you respond to messages with an emoji, which can then be automatically included in a daily round-up email of reactions - meaning messages can be acknowledged while greatly reducing the numbers of emails sent.    
• Consider the impacts of travel compared to having a video call or joining an event digitally, if possible. 
• If we’re coming up to a period where the University is closed, don’t forget to properly shutdown your workspace – including making sure PCs, laptops and other equipment are fully shut down, rather than just left on standby. Find out more on the shutdown checklists on the staff intranet (University login required).   

Default Search Engine 

On computers used for teaching around the University, the default search engine is Ecosia. Their profits are used for climate action, with the majority going into tree-planting projects around the world. At the time of writing (May 2026), they’ve planted over 251,497,200 trees! Why not make Ecosia your default search engine?  

While Ecosia’s tree planting aren’t associated with these specifically, the University is also working on similar projects around the establishment of Gair Wood and the Wild Ingleborough project to make sure we’re also doing our bit.   

IT procurement is an important enabler of the University of Leeds’ wider sustainability and net zero ambitions. By embedding sustainability as a priority in tender specifications, evaluation criteria and contract management, IT procurement helps ensure that hardware, software and services are selected and delivered in a way that supports the University’s Climate Plan, net zero pathway and ethical procurement commitments. This includes alignment with the University’s IT Standard Non-Functional Requirements and Cloud Minimum Standards, including relevant sustainability requirements for system design, performance, resilience, cloud hosting and responsible resource use. 

We deliver lower-carbon procurement by prioritising energy-efficient products and services, renewable-energy-backed hosting where appropriate, lifecycle carbon reduction, repair, reuse, recycling, supplier take-back schemes and stronger supply chain transparency. 

The minimum 15% sustainability weighting in qualitative evaluations, together with contract KPIs for carbon reporting, circularity, renewable energy, social value and supplier sustainability action plans, helps turn these commitments into measurable outcomes throughout the life of the contract. 

The University is a founder member of Electronics Watch - an independent monitoring organisation that helps other organisations work together and collaborate with their supply chain partners to protect the rights of workers in production regions. The University use Electronics Watch's monitoring services to achieve compliance with labour rights safety standards in the supply chains of the ICT hardware goods we purchase.  

Our Sustainable Procurement Standard, which is supported by our Sustainable Procurement (contracted goods and services) Procedure and Energy Efficient Equipment Purchasing Procedure, can be accessed via our Environmental Management System. 

Staff can also visit our Sustainability in Purchasing pages on the intranet (University login required) for guidance and guidance including our Sustainable Procurement Guidance and Toolkit – IT Hardware, Software and Services (University login required) 

Generative AI can help us achieve great things but it comes at an ethical, social, environmental and human cost. It is important to consider these factors and support ethical frameworks around use of generative and other forms of AI.  

In September 2025, we launched mandatory GenAI training for all staff and students. All staff also have access to the AI Hub (University login required).  

Really think hard about your use of generative AI. Do you need to ask it a question when it could just be a simple search? It’s also worth resisting the urge to use it to create things like images and video unnecessarily – these activities use up far more resources compared to just text. 

A lot of search engines are including AI generated overviews by default, but many of them (like Ecosia - the default search engine on teaching computers at the University) let you turn these functions off, so it is often worth seeking these options out. 

Further guidance is also available on our Generative AI site, including an introduction to Generative AI (Gen AI) and how it works, the different types of Gen AI and some of the tools available, and the strengths and weaknesses to be aware of when using Gen AI. 

Disposal of IT equipment 

We aim to minimise waste from digital devices by reusing and redeploying equipment where possible and ensuring responsible and compliant recycling of e-waste.  

Reuse of in warranty equipment

The standard warranty period for University laptops is five years – there’s no need to replace it after just three. All IT equipment should be considered for reuse if in good working order and free from any contamination.

When a device is no longer required, XMA will collect it and make it ready for the next person who needs it. They will assess any damage, including cosmetic damage, and refurbish or repair it to bring it up to a suitable standard for re-use. The next person will receive a device that is in good condition, is known to be working correctly, and has a fresh installation of the operating system.

This avoids devices being passed on with existing issues or security vulnerabilities, and any data from the previous user is no longer stored on the device. It also allows us to keep track of our equipment and maintain the inventory which simplifies managing the device replacements.

Disposal of out of warranty equipment

If the device is out of warranty, the IT equipment disposal service (University login required) gives you a simple way to dispose of old, out of warranty University‑owned IT equipment safely, securely and sustainably on campus. This doesn’t mean it will be thrown away though. We have several internal and external social value schemes lined up to benefit our organisation and the wider community.

We will be operating this service with a ‘zero landfill’ philosophy – this means all packaging, components and cabling will be reused or repurposed where appropriate.

The standard warranty period for University laptops is five years – there’s no need to replace it after just three.  All IT equipment should be considered for reuse if in good working order and free from any contamination.  

Return of in warranty equipment

There is a request form for returning your equipment (University login required). There are multiple options including collections from home or campus locations and drop off in person. Devices such as Monitors and Docking Stations should also be returned via the form so that they are processed and assessed to provide the assurance that they will meet agreed requirements before being re-issued.

Peripheral IT devices (i.e. monitors, keyboards, etc.) should be advertised on the internal reuse website.  

Our Reuse, Recycling and Waste Standard and Waste Electrical and Electronic Equipment procedure can be accessed via our Environmental Management System. Further guidance on recycling can also be found on the Sustainability website.  

Printing 

Do you need to print? If you do, print double-sided to reduce the amount of paper you use. All the standard paper used in MyPrint printers is 100% recycled and used paper and toner can be recycled. You can find out the environmental impact of any printing done through MyPrint by logging on to myprint.leeds.ac.uk and clicking on ‘Environmental Impact’. 

We use the United Nations Sustainable Development Goals (SDGs) as a framework to guide our activity.

Find out more about how we're contributing to the SDGs.