Non-print equipment & services: Safety & health in the “Office” work environment

What are some of the hazards we encounter in offices?

• Ergonomic issues
• Fire & evacuation
• Electrical cords & equipment
• Heat-generating sources
• Hand & powered tools & equipment
• Office machines (copiers, paper cutters, shredders, jammed machines)
• Office chemicals
• Slips, trips, falls
• Housekeeping
• Furniture/layout
• Motor vehicle accidents

Slips, trips & falls

• The #1 cause of office employee injuries!
  Occurring on level surfaces, elevated surfaces – standing on chairs, falling out of chairs, falling down stairs, manufacturing areas, parking lots
• Awareness
• Keep aisles clear
• “Walk like a duck” on slippery surfaces – take care
• Use the handrails on stairs
• Report deficient conditions to facilities maintenance
• Hold onto chair seats/arms when attempting to sit
• Approved step stools & ladders only
• “Sensible shoes”
• Wipe up spills
• Walk, don’t run

Layout

• Emergency exits and passageways established and must be maintained
• Furniture and equipment arranged, so far as possible, to:
• avoid chairs and equipment jutting into walkways
• avoid drawers from opening into walkways or doorways
• obstruct the view around corners or partitions

Lighting

• Areas that are not lit adequately, or are lit too much, can cause headache, strain, and fatigue
• Color plays a big role in eye fatigue
• Use adjustable task lighting for tasks that require greater illumination
• Take visual “breaks” every 30 minutes
• Get regular eye exams…let your eye doc know if you are working at a computer!

"Housekeeping"

• Storage or placement of objects in aisles, below knee level or on other “office-type” floor surfaces
• Overflowing, heavy wastebaskets
• Dust accumulations
• Maintaining condition of office equipment and work area
• Orderly arrangement in all areas, especially storage
• Storage must be 18” or more blow sprinkler heads

Furniture safety

• Chairs should remain squarely on floor
• Casters on all chairs should be secured and all parts of the chair should be sturdy and not present a hazard to the user
• Close drawer s when not in use
• Open drawers slowly and carefully
• Avoid overloading filing cabinets, and distribute the weight of materials stored in cabinet to avoid tipping
• Furniture should be selected and maintained without sharp edges, points, or burrs

Good workstation set-up is based on individual needs.But there are some general principles that can be taken into account…Rule #1: If you are uncomfortable, seek assistance!

Considerations in setting up a computer work station

• How will the computer be used? How long?
• What kind of computer?
• What furniture will be used?
• What chair will be used?
• What can you see?
• Posture!
• Where will the computer be used?
• Take breaks
• Ergo. Gizmos – chair riser, keyboard brace

Good posture is essential to your health and safety!

• 3 natural curves
• Seated posture puts lots of strain on your body!
• Exaggerated curves are bad
• Stretch frequently
• Maintain or build strength

Easy reach

• Items to think about moving into the “easy reach” zone…
  o keyboard
  o mouse
  o telephone
  § could have a headset
  o calculator
• Avoid over stretching to reach items

Chairs

• Some adjustments to check out…
  o Seat height, depth, angle/tilt
  o Back height, adjustability and angle/tilt
  o Lumbar support
  o Arm rest height – is it appropriate?
  o Swivel
• Another pair of eyes. Does someone else think you’re sat safe and comfortable?

Your health &safety requires stretching/exercise “breaks”!

• Two types:
  o Aerobic exercise
  o Micro breaks
  § Micro breaks: short breaks to relax, restore, re-nourish, gently stretch

Material handling

• No lifting over 35 pounds on an occasional basis
  o Obtain assistance when necessary
• Avoid lifting objects that are too heavy for you!
• Plan the lift
• Stand with your feet apart, alongside the object to be lifted
• Use the “sit down” position, maintaining the natural arch of the spine
• Tuck your chin
• Get a good grip on the object
• Keep the object close
• Center the weight over your feet

Office equipment safeguarding

• Copiers (sorting trays, moving parts)
• Paper Cutter guarding to avoid contact with the cutting blade by the opposing hand (hand holding the blade)
• When cutters are not in use, cutter should be down and the blade secured
• Storage of letter openers and sharp tools (i.e. Exacto knives, scissors, etc.) should be appropriate to avoid tools rolling and falling off of desk surfaces
• Use sheaths for knives and razors
• Avoid twisting

11% of injuries = “struck by or between”

• Struck by or between what?
  o Doors
  o Office machines & equipment dropped on feet
  o Falling objects (from tables, cabinets & storage locations)
  o Copy machines
  o “Addressing” machines and fans
  o Paper cutters

In accordance with Lockout/Tagout policy and procedures…

• Office equipment has the potential to cause harm & is included in the Lockout/Tagout program
• In order to clear a jam of electrically-powered office equipment, power must be turned “off” and disconnected from the power supply
• Copiers that become jammed should be cleared in accordance with manufacturer’s instructions
  o Know the procedure for safely clearing jams
  o Remain cognizant of areas which may be hot

Electrical safety

• Shut off electrical equipment not in use!
• Properly equipped with guarding prongs.
• Electrical cords should be visually inspected on a periodic basis to identify frayed and worn cords
• Maintain electrical cords in areas out of walkways and passageways
• Avoid extension cords in office areas
• Surge protectors may not be overloaded and may not be used as an “extension cord” for other office equipment
• Don’t overload outlets and surge protectors!
• Combustible material, such as paper, may not be stored on or in close proximity to electrical outlets and connections
  o Remember that power is still connected!

Heat generating equipment

• Coffee pot
• Toaster oven
• Microwave
• Mug warmer
• Heaters
• Cooling fans
• Soldering iron
• Heat gun
• Other electrical stuff
• Ensure 18” or more of clearance from other combustibles
• UL listed (Underwriters Laboratory)
• Grounding prongs
• Plug into outlet directly
• Heaters need tip-over protection
• Shut it off!

Chemical safety

• What chemicals do we use in the office?
• Read the label & hazard warnings
• Read the MSDS (Material Safety Data Sheet)
• Handle and store the material properly, in accordance with the MSDS