Digital Sustainability and Infrastructure

While data centres operate behind the scenes, the way we use digital services affects how much storage, processing power and network capacity is required.

Staff and students can help by:

• Sharing links to cloud-based files rather than sending large email attachments
• Deleting duplicate, outdated or unnecessary files
• Removing unwanted emails and large attachments
• Avoiding unnecessary duplication of documents across multiple platforms
• Participating in Digital Clean Up Day and other digital housekeeping initiatives

Reducing digital clutter helps lower demand on storage infrastructure and the energy required to maintain it.

Everyone can contribute to more sustainable procurement by making the most of existing equipment before requesting replacements. Extending the lifespan of equipment reduces both carbon emissions and electronic waste.

Staff and students are encouraged to:

• Consider whether existing equipment can continue to meet their needs before requesting new devices
• Report faults promptly so equipment can be repaired where possible
• Reuse and redeploy equipment wherever practical
• Consider sustainability alongside performance when selecting digital equipment or services
• Follow University procurement processes to ensure environmental standards are considered

The way we create and share digital content can significantly affect data transfer and energy consumption. Small changes can reduce storage requirements and lower the environmental impact of digital services.

Staff and students can help by:

• Uploading images and videos that are appropriately sized for their purpose
• Avoiding unnecessary duplication of content across websites and platforms
• Removing outdated files, documents and web content
• Sharing links rather than sending multiple copies of large files
• Recording meetings only when necessary and deleting recordings that are no longer required

As part of our commitment to reducing the environmental impact of digital infrastructure, Northumbria University participates in Digital Clean Up Day and promotes year-round digital housekeeping practices.

In support of Northumbria’s Digital Clean Up Day 2026, staff and students were encouraged to reduce their digital storage footprint and build sustainable digital habits. The campaign highlighted the environmental and financial impacts of storing unnecessary data across cloud storage, email systems and collaborative platforms.

The University's five-day Digital Clean Up programme focused on:

• Day 1 – Managing OneDrive storage
• Day 2 – Reviewing Microsoft Teams content and recordings
• Day 3 – Cleaning up email accounts
• Day 4 – Reviewing shared digital storage, including SharePoint and Panopto
• Day 5 – Building long-term digital housekeeping habits

Staff and students were encouraged to remove redundant files, duplicate documents, outdated downloads and unnecessary emails while ensuring that important University records continued to be retained in accordance with institutional requirements.

Users were advised that personal files, duplicate content and documents that had exceeded their retention period could be deleted, while student records, research data, financial information and other University records should be retained in line with the University's Records Retention Schedule.

By reducing unnecessary digital storage, the University can lower demand on data storage infrastructure, improve information management and reduce the environmental impact associated with storing and processing digital information.

Reducing digital emissions is a shared responsibility.

You can help by:

• Taking part in Digital Clean Up Day activities
• Regularly reviewing cloud storage, email accounts and shared drives
• Deleting duplicate, temporary and obsolete files
• Following the University's Records Retention Schedule
• Choosing digital solutions that minimise unnecessary storage and processing

Every file stored, transferred or processed has an associated environmental impact so responsible digital housekeeping makes a difference.

Turning off your PC at the end of the day can save up to 88% of the power consumed compared with leaving it in standby mode overnight.

Printing also requires significant energy as well as physical resources such as toner and paper. To reduce waste, DTS-managed printers are configured by default to print double-sided and in black and white. Managed printers also enter standby mode when not in use.

You can reduce your personal IT carbon footprint by:

• Shutting down your PC, Mac or laptop when not required
• Reducing monitor brightness and switching screens off when not in use
• Turning off speakers, scanners, ring lights and other peripherals at the end of the day
• Using energy-saving settings on laptops and mobile devices
• Printing only when necessary
• Unplugging chargers and devices when fully charged
• Making use of natural daylight where possible
• Turning off lights in areas without automatic controls
• Avoiding portable electric heaters where possible
• Keeping doors and windows closed when heating or cooling systems are operating
• Turning off PCs and monitors at the end of the working day
• Familiarising yourself with local heating controls and using them responsibly

The University promotes sustainable printing practices by reducing unnecessary printing, encouraging digital workflows and purchasing environmentally responsible printing equipment and consumables.

Staff and students are encouraged to:

• Print only when essential
• Share documents electronically wherever possible
• Use print preview to avoid unnecessary pages
• Recycle paper and toner cartridges through approved University recycling schemes

Users remain responsible for all work submitted, published or shared, regardless of whether AI tools have been used in its creation. AI-generated content should be reviewed, verified and appropriately acknowledged where required.

AI systems can generate inaccurate, misleading or fabricated information. Outputs should always be checked against reliable sources before use in academic, professional or operational settings.

Users should not enter confidential, personal or sensitive University information into public AI systems unless explicitly authorised and compliant with data protection requirements.

AI-generated content may create copyright, intellectual property and licensing risks. Staff and students are responsible for ensuring that their use of AI complies with legal and University requirements.

AI systems require substantial computing power and energy/water usage. Users are encouraged to apply AI proportionately and consider whether simpler digital methods can achieve the same outcome. Northumbria uses Claude for Education, a specialised version of the Claude AI assistant, developed by Anthropic to be used by higher education institutions. It provides secure and reliable AI access to students, faculty, and staff, aiming to enhance teaching, learning, and administrative workflows. Anthropic has pledged to cover 100% of grid upgrade costs for its data centres, invest in curtailment systems to reduce power use at peak demand, deploy water-efficient cooling and help bring new green power generation online.

Further guidance is available through the University's AI resources, including Claude for Education and associated staff and student guidance.

When using AI tools, staff and students should:

• Remain accountable for all work produced using AI
• Check AI-generated content for accuracy and bias before use
• Clearly acknowledge AI use where required by University guidance
• Avoid entering confidential, personal or sensitive information into public AI tools
• Use approved University AI services where available
• Consider whether AI is necessary for the task being undertaken
• Be mindful that AI systems require significant computing resources and energy/water use

Responsible AI use helps ensure that the benefits of AI are realised while minimising environmental, ethical and legal risks.

In 2025/26 the equivalent weight of one and a half double-decker buses of IT equipment was given a second life through Northumbria's IT Asset Management programme. A total of 18.2 tonnes of IT equipment was repaired, reused or recycled in a single year.

Students facing financial hardship were among the direct beneficiaries, with more than 150 devices refurbished and redistributed. The initiative also supported the North Tyneside Learning Trust, helping young people remain engaged with education.

Rather than replacing equipment as a matter of course, the University's IT Asset Management Team assesses every device at the end of its initial lifecycle.

Where possible, equipment is:

• Redeployed within the University
• Refurbished, securely wiped and redistributed
• Recycled through certified disposal partners
• Diverted from landfill through responsible recovery schemes

The University also runs IT Amnesty initiatives to encourage the collection and responsible disposal of unwanted technology.

Help reduce e-waste by:

• Donating unused or broken IT equipment through University schemes
• Recycling printer cartridges, batteries and mobile phones
• Returning old chargers, cables and accessories for recycling
• Raising a Helpdesk ticket for larger collections
• Choosing repair or upgrade options before replacement
• Looking after devices to maximise their lifespan
• Purchasing only what is required and avoiding unnecessary accessories