OFFICE SAFETY

General Office Safety

A large percentage of workplace accidents and injuries occur in office buildings. Like the shop or laboratory the office requires a few preventive measures to ensure a safe and healthful environment. Common causes of office accidents include the following: The following sections address several office safety practices. Other preventive measures not mentioned here may be necessary also.
REMEMBER:

The office building is not a sterile working environment; common workplace hazards can be extra dangerous when you ignore them.

Refer to other chapters in this manual, such as Electrical Safety, General Safety, Fire Safety, and others for more information on workplace safety. Always use common sense when safety is a concern.

Good Housekeeping Practices

Many office accidents are caused by poor housekeeping practices. By keeping the office floor both neat and clean, you can eliminate most slipping, tripping, and falling hazards. Other good housekeeping practices include the following:

Hazardous Objects and Materials

Hazardous objects such as knives and firearms are not permitted in the workplace. In addition, hazardous chemicals and materials should not be stored in the general office. Hazardous materials include, but are not limited to, the following:

Preventing Cuts and Punctures

Cuts and punctures happen when people use everyday office supplies without exercising care. Follow these guidelines to help reduce the chance for cuts and punctures:

Preventing Machine Accidents

Only use machines that you know how to operate. Never attempt to operate an unfamiliar machine without reading the machine instructions or receiving directions from a qualified employee. In addition, follow these guidelines to ensure machine safety: Some items can be very dangerous when worn around machinery with moving parts. Avoid wearing the following items around machines with unguarded moving parts:

Preventing Slips and Falls

As outlined in the General Safety chapter of this manual, the easiest way to avoid slips and falls is to pay attention to your surroundings and to avoid running or rushing. To ensure safety for others in the office, however, follow these guidelines:
Arrange office furnishings in a manner that provides unobstructed areas for movement.
Keep stairs, steps, flooring, and carpeting well maintained.
Ensure that glass doors have some type of marking to keep people from walking through them.
Clearly mark any difference in floor level that could cause an accident.
Secure throw rugs and mats to prevent slipping hazards.
Do not place wastebaskets or other objects in walkways.

Preventing Stress

To reduce stress and prevent fatigue, it is important to take mini-breaks (not many breaks) throughout the day. If possible, change tasks at least once every two hours. Stretch your arms, neck, and legs often if you do the same type of work for long periods of time. Rest your eyes often by closing them or looking at something other then the work at hand. For a quick pick-me-up, breathe deeply several times by inhaling through your nose and exhaling through your mouth. In addition, always try to eat your lunch somewhere other than your desk.

Other examples of stress-relieving exercises that can be done at your desk include the following:

Head and Neck Stretch:
Slowly turn your head to the left, and hold it for three seconds. Slowly turn your head to the right, and hold it for three seconds. Drop your chin gently toward your chest, and then tilt it back as far as you can. Repeat these steps five to ten times.
 
Shoulder Roll:
Roll your shoulders forward and then backward using a circular motion.
 
Upper Back Stretch:
Grasp one arm below the elbow and pull gently towards the other shoulder. Hold this position for five seconds and then repeat with the other arm.
 
Wrist Wave:
With your arms extended in front of you, raise and lower your hands several times.
 
Finger Stretch:
Make fists with your hands and hold tight for one second, then spread your fingers wide for five seconds.

Equipment Safety

As mentioned earlier, common office machines, such as the following, require special safety consideration: copiers, microwaves, adding machines, typewriters, and computers. Be sure you know how to operate these machines before using them, and never use one of these machines if you think it is defective.

Other office equipment that requires safety consideration includes furniture such as file cabinets and shelves, desks, and chairs.

File Cabinets and Shelves

Because file cabinets and shelves tend to support heavy loads, treat them with special care.

Follow these safety guidelines for file cabinets:

In addition, follow these safety guidelines for office shelves:

Desks

Follow these safety guidelines for office desks:

Chairs

Safety guidelines for office chairs include the following:

Ladders

Always use an approved ladder or stool to reach any item above your extended arm height. Never use a makeshift device, such as a desktop, file cabinet, bookshelf, or box, as a substitute for a ladder.

Follow these guidelines when using ladders:

Refer to the Shop Safety chapter in this manual for more information on ladder safety.

Work Station Arrangement

With the extensive use of computers and other automated desk devices in the workplace, employees must take special care to ensure proper work station arrangement. For the purpose of this manual, a work station consists of the equipment and furniture associated with a typical desk job (i.e., desk, chair, and computer components).

In recent years, computer screens or Video Display Terminals (VDTs) have received much attention concerning nonionizing radiation levels. Tests prove, however, that VDTs do not emit harmful levels of radiation. Improper work station arrangement combined with repetitive motion, however, may contribute to visual and musculoskeletal fatigue.

Cumulative trauma disorders, such as carpal tunnel syndrome may result from the stress of repetitive motion. Therefore, it is very important to arrange your work station properly and to take breaks frequently.

The following sections offer recommendations for ensuring employee comfort through proper work station arrangement.

Operator's Position

Your seating position at work is important to your comfort and safety. To reduce the painful effects of repetitive motion, follow these guidelines when working with computers or typewriters:

Equipment Arrangement

By properly arranging your equipment, you can also help reduce the harmful effects of repetitive motion. Follow these guidelines for arranging office equipment:

§ Lighting:

Lighting around computer work stations should illuminate the work area without obscuring the VDT or causing glare. Position computer screens, draperies, blinds, and pictures to reduce glare during work hours (e.g., place the VDT screen at a right angle to the window).

§ VDT Screen:

VDT images should be clear and well-defined. Adjust the screen's brightness, contrast and display size to meet your needs. If a screen flickers or jumps, have it repaired or replaced.

Place the VDT 20-28 inches away from your face. The center of the VDT should be approximately 15 to 25 degrees below your line of vision.

§ Keyboard:

Position computer keyboards so that the angle between the forearm and upperarm is between 80 and 120 degrees. Place the keyboard in an area that is accessible and comfortable.

§ Wrist Support:

Use wrist supports made of a padded material. The support should allow you to type without bending your wrists.

§ Document Holders:

Keep documents at approximately the same height and distance from your face as the VDT screen.

§ Telephones:

Neck tension is a common problem caused by holding the telephone between the head and neck. Use a headset or speakerphone if you use the telephone for extended periods of time. 

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