The case for CSR/ Sustainability Reporting Done Responsibly


IDENTIFY - MEASURE - MANAGE - CHANGE

Insights on how you can protect the environment, maintain and increase the value of your company, through a structured process.

Insights on how you can protect the environment, maintain and increase the value of your company, through a structured process.

Home / case studies / Case study: How Fuji Xerox New Zealand promotes ethical business conduct

Case study: How Fuji Xerox New Zealand promotes ethical business conduct

Operating across New Zealand, Fuji Xerox New Zealand provides print and document management solutions to a wide range of customers. Fuji Xerox New Zealand takes a serious stance on proper ethical conduct  Tweet This! and puts an unequivocal emphasis on this for its staff, embedding ethical business practices into every aspect of its business.

This case study is based on the 2020 Sustainability Report by Fuji Xerox New Zealand published on the Global Reporting Initiative Sustainability Disclosure Database that can be found at this link. Through all case studies we aim to demonstrate what CSR/ ESG/ sustainability reporting done responsibly means. Essentially, it means: a) identifying a company’s most important impacts on the environment, economy and society, and b) measuring, managing and changing.

Layout 1Abstract

Promoting and embedding strong governance and ethical practices into every aspect of its business through transparency while ensuring independent verification of its ethical performance, is a top priority for Fuji Xerox New Zealand. In order to promote ethical business conduct Fuji Xerox New Zealand took action to:

  • implement a Code of Conduct
  • apply a Speak Up and Anti-Bribery and Corruption Policy
  • provide training and support for reporting concerns
  • offer a Whistleblowing Service and Hotline

What are the material issues the company has identified?

In its 2020 Sustainability Report Fuji Xerox New Zealand identified a range of material issues, such as customer satisfaction, product quality and safety, technology and innovation, information security and privacy, employee health and safety. Among these, promoting ethical business conduct stands out as a key material issue for Fuji Xerox New Zealand.

Stakeholder engagement in accordance with the GRI Standards              

The Global Reporting Initiative (GRI) defines the Principle of Stakeholder Inclusiveness when identifying material issues (or a company’s most important impacts) as follows:

“The reporting organization shall identify its stakeholders, and explain how it has responded to their reasonable expectations and interests.”

Stakeholders must be consulted in the process of identifying a company’s most important impacts and their reasonable expectations and interests must be taken into account. This is an important cornerstone for CSR / sustainability reporting done responsibly.

Key stakeholder groups Fuji Xerox New Zealand engages with:

Stakeholder Group
Academia
Certifying bodies
Customers
Employees
Government
Industry experts
Iwi
Local communities
Media
Non-governmental organisations
Peer organisations
Regulatory bodies
Shareholders
Sponsor recipients
Suppliers
Sustainability experts/ membership groups
Unions
Youth

How stakeholder engagement was made to identify material issues

To identify and prioritise material topics Fuji Xerox New Zealand engaged with its stakeholders through an online survey, following an extensive workshop and a face-to-face, interview-based approach.

What actions were taken by Fuji Xerox New Zealand to promote ethical business conduct?

In its 2020 Sustainability Report Fuji Xerox New Zealand reports that it took the following actions for promoting ethical business conduct:

  • Implementing a Code of Conduct
  • For all Fuji Xerox New Zealand employees at all levels ethical behaviour is governed by a Code of Conduct, which is freely available on the intranet. The Code is also extensively covered in employee onboarding and induction training, with modules that all employees must pass in their early days of employment.
  • Applying a Speak Up and Anti-Bribery and Corruption Policy
  • Beyond the Code of Conduct, Fuji Xerox New Zealand’s Speak Up (or whistleblowing) Policy and Anti-Bribery and Corruption Policy set out clear guidance on what behaviour is expected and appropriate. These documents are also freely available on the intranet for reference after employee training.
  • Providing training and support for reporting concerns
  • Fuji Xerox New Zealand employees and contractors are trained and supported to report unacceptable ethical behaviour or practices of any kind that threaten the interests of other employees and/or customers and suppliers, the financial performance of Fuji Xerox New Zealand, the public, or the environment. In the first instance, employees should raise with their immediate manager anything that is causing concern. If an employee feels they are unable to raise a matter with their immediate manager, for whatever reason, they should speak to any member of the SLT (Senior Leadership Team), the Managing Director, or the Head of Human Resources. Two other options exist for employees to raise ethical concerns outside this chain.
  • Offering a Whistleblowing Service and Hotline
  • The Deloitte Whistleblowing Service is a free service that Fuji Xerox New Zealand employees can contact anonymously (if they choose) to report suspected theft, fraud, dishonesty, harassment, unethical behaviour, or workplace safety hazards. This service is managed independently by Deloitte and can be accessed via phone, email, or post. The Fuji Xerox New Zealand parent company FUJIFILM Holdings also implements a confidential Whistleblowing Hotline for all employees to make sure there is a forum for them to speak out about issues that concern them. Everyone who works for the FUJIFILM Group can use this route to raise concerns about potentially unethical, unlawful, or unsafe conduct or practices involving the company. Employees can access this service online. For all complaints, employees will be provided with the opportunity to remain anonymous, an identification number, an opportunity to provide further information, and a method to access up-to-date information on the investigation. All options are available for employees to pursue if needed, without retribution. After reports via any of the above options internal inquiries or formal investigations will be undertaken, and guidance can be provided to employees on the status of their complaints. In FY19, there were no requests for advice received and no concerns reported via the whistleblowing hotline.

Which GRI Standards and corresponding Sustainable Development Goals (SDGs) have been addressed?

The GRI Standard addressed in this case is: Disclosure 205-2 Communication and training about anti-corruption policies and procedures

Disclosure 205-2 Communication and training about anti-corruption policies and procedures corresponds to:

 

80% of the world’s 250 largest companies report in accordance with the GRI Standards

SustainCase was primarily created to demonstrate, through case studies, the importance of dealing with a company’s most important impacts in a structured way, with use of the GRI Standards. To show how today’s best-run companies are achieving economic, social and environmental success – and how you can too.

Research by well-recognised institutions is clearly proving that responsible companies can look to the future with optimism.



FBRH GRI Standards Certified, IEMA & CIM recognised Sustainability Course | Venue: London LSE

By registering for the next 2-day FBRH GRI Standards Certified, IEMA & CIM recognised course you will be taking the first step in gaining the many benefits of sustainability reporting.

Most importantly, you will gain the knowledge to use the GRI Standards, project manage your own first-class sustainability report and:

  • Identify your most important impacts on the Environment, Economy and Society
  • Begin taking solid, focused, all-round sustainability action ASAP

 

References:

1) This case study is based on published information by Fuji Xerox New Zealand, located at the link below. For the sake of readability, we did not use brackets or ellipses. However, we made sure that the extra or missing words did not change the report’s meaning. If you would like to quote these written sources from the original, please revert to the original on the Global Reporting Initiative’s Sustainability Disclosure Database at the link:

http://database.globalreporting.org/

2) https://www.globalreporting.org/standards/gri-standards-download-center/

Note to Fuji Xerox New Zealand: With each case study we send out an email requesting a comment on this case study. If you have not received such an email please contact us.