OFFICE SAFETY PROCEDURE

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Hillary Burke
5 years ago
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1 December 4, 2012 IMSP of 12

2 2 of 12 CONTENTS 1.0 OBJECTIVES SCOPE RESPONSIBILITIES & AUTHORITIES PROCEDURE Introduction Electrical Safety Know your fire drill Know your escape route CONCLUSION... 11

3 3 of OBJECTIVES The objectives of this section are to provide information for staff on the acceptable performance standards for office safety. Though MSE realizes that in terms of risk, offices are relatively safe working areas, it is essential that staff remain aware of potential hazards and consequences. The purpose of this procedure is to: Outline some of the hazards and risks Provide basic office safety standards Increase safety awareness amongst staff working in office locations 2.0 SCOPE This procedure covers all office related activates within AlMansoori. 3.0 RESPONSIBILITIES & AUTHORITIES Both line management and employees have certain responsibilities placed upon them which they shall ensure are fulfilled. The line management shall: Provide a place of work that is safe. Provide methods of working and equipment that are safe. Provide training, instruction, information and supervision for employees. Provide means of safe handling, storage, use and transportation of equipment, materials and chemicals. Provide a safe working environment with good lighting, ventilation, safe passageways, stairs and corridors. Bring to the notice of employees the contents of the AlMansoori s Health, Safety and Environmental rules and conditions. All employees shall: Protect themselves and co-workers who may be affected by their actions and behavior. Use appropriately any personal protective equipment and/or clothing provided.

4 4 of 12 Report any unsafe act and conditions. Follow procedures and work instructions. 4.0 PROCEDURE 4.1 Introduction Office work and the operations carried out in them have their hazards The majority of the hazards are briefly described here together with measures which are designed to reduce the risks posed by such hazards Electrical Safety All electrically powered machinery must be properly installed and inspected regularly by a qualified electrician Lifting Machines Back injuries too often can be traced to people either lifting articles incorrectly or attempting to lift things that are too heavy. The main effort in lifting should come from the legs and the back should be kept straight (See Material Handling Procedure IMPS 20") staff must not attempt to lift or carry any article where there is a risk of injury. It is a statuary requirement that all dangerous parts of machinery used in office premises must be securely fenced. Where this is not possible, a means to prevent the operator coming into contact with the dangerous part must be available. Certain prescribed machines, e.g. guillotines, must not be used except by trained people. Adequate space around machines should be allowed for ventilation General Hazards

5 5 of 12 Minor hand injuries can be caused by such things as stapling machines, pins used to clip papers together and even by the edge of paper, if it is drawn sharply across the skin. People walking into open desk drawers can suffer leg injuries. Employees should not use chairs or boxes as ladders to reach things on shelves. The exit routes to all large offices and workrooms must be kept clear so that employees can leave quickly in the case of fire Typewriters and Personal Computers Typewriters and Personal Computers (PCs) are probably the most common equipment in offices, with the latter becoming more prevalent with the increasing use of information technology equipment in all aspects of business operations. Much of this equipment is electrically operated and is often large and cumbersome. It is often required to be moved from one place to another. If ordinary typewriters have to be moved, make sure they are placed on a firm surface. Do not place them on the edge of a flat surface as you open a door. Make sure that the doors are open or opened for you before you pick up the typewriter. Electric typewriters must not be placed on a large pad because the air circulation for the motor is drawn from underneath and the pad would block the airflow, overheating the motor and possibly causing it to catch fire. When cleaning electric typewriters, make sure that they are unplugged. Always unplug your electric typewriter before going home. These precautions also apply to personal computers, printers, and other pieces of computer hardware.

6 6 of 12 Before attempting to begin work on any type of data processing equipment the operator must become familiar with, and then follow the operator techniques recommended in the appropriate operator's manual Workstation Safety What is a workstation? A workstation covers: Display screen equipment including keyboard and other software devices acting as an interface between the user and the equipment What are the risks from the use of Display Screen Equipment? (DSE) Risks from the use of DSE fall within the following categories: Upper limb pain and discomfort. (RSI) (Repetitive Strain Injury Usually as a result of prolonged static exposure and poor positioning of the hands and wrists. May also include neck and low back pain. Eyesight problems Sore eyes and headaches Stress and Fatigue From poor job design, high speed repetitive work and lack of control over work. Radiation Current evidence suggests that there is no significant risk.

7 7 of 12 There is no established link between miscarriages or birth defects and the use of DSE. There is a need to emphasize the importance of the risks associated with poor posture and workstation design Risk Reduction Measures In order to reduce the risks from the use of DSE the following should be considered: Repositioning equipment and adjusting chairs can create a better posture. Introducing new equipment such as footrests and document holders. Improvements in lighting. Redesign of work e.g. vary pace, task allocation etc Workstation General Requirements Display screen Well-defined, adequately sized and spaced characters. Stable images, easily adjusted brightness and contrast. Swiveling and tilting screen facility. No reflective glare. Keyboard Tilt able and separate from screen, sufficient space to provide support for wrists and arms. Easy to use legible symbols. Work Desk and Surface Sufficient space with low reflection. Work chair Stable and adjustable, footrests if required. Space

8 8 of 12 Sufficient for user to allow changes of position and vary movements. Reflections and Glare No direct glare or distracting reflections. Window blinds as necessary. Lighting Appropriate contrast between screen and background to allow for users with vision requirements. Noise and Heat No noisy distractions or hearing disturbances. The equipment should not produce excessive heat to cause discomfort to the user. Other elements to be considered Other items or elements to be considered in the design and use of the workstation include humidity, software applications and systems Visual Display Units (VDUs) Long periods of use may result in headaches, eyestrain and back problems. Well-designed work areas, comfortable seating and a properly adjusted screen should minimize these symptoms. An anti-glare screen should be considered if reflected glare is a problem. VDU operators should take frequent breaks from the screen, by varying the work pattern and taking rest breaks Repetitive Strain injuries (RSI) Continual repetition of the same movements (e.g. typing and keyboard operating) can cause pain and the limited movement of affected parts - typically the hands and the forearms. This can be prevented by well-designed working areas (e.g. the position of the keyboard and VDU, height of

9 9 of Clothing Hair Conduct desks, chairs, and lighting, etc.). Attention to posture and frequent breaks can also prevent this problem. (See Workstation Safety above). If wearing a jacket or cardigan keep it buttoned. Ensure that ties or scarves, if worn, are pinned up. Do not wear long necklaces or chunky arm bracelets. If you wear a long hairstyle, keep it pinned up Conduct yourself in a reasonable manner. Always walk, do not run, and take care not to trip over cables or accessories. While you are not expected to work in an atmosphere of unrelieved gloom, to indulge in 'horse-play ' might be dangerous and is not allowed Equipment Ensure that you are familiar with the operating procedures for any machine you intend to use. Know the function, and the location of all controls especially the stop button and the power-off switch if fitted. If no individual power-off switch is fitted check the location of the mains supply switch. Before starting any machine, make sure that it is safe to do so, not only for you but also for others. Do not interfere by hand or otherwise with the normal mechanical or electrical function of the machine. Do not place anything on top of the machine that could fall into it due to vibration. Do not remove any accessory without first switching off the machine.

10 10 of 12 Before uncoupling any powered unit you must first stop the machine and switch off the power. Remember to replace all safety guards and covers which have been previously remove to allow additional units etc. to be fitted. Do not open access doors or cupboards while the machine is operating or operate a machine with the access doors open. Do not attempt to open the engineer's inspection panel, doors or covers, and do not misuse any micro switch or automatic knock-off. These devices are necessary for your protection and to tamper with them is a dangerous practice. Immediately report any fault, which may cause injury or shock Do not attempt emergency repairs to, or tamper with, electrical circuits. Do not forget to switch off power when the job is completed. If a power cut or failure occurs in the main supply, switch off all machines until the power has been restored. If an individual machine stops, switch off the machine and advise the supervisor, etc. If your office or working area is protected by a fixed fire system (Automatic BCF system etc.) ensure that you understand the procedure for evacuation in the event of an emergency Know your fire drill Fire Precautions One of the by-products of any office is, of course, paper and when there is paper there is always a danger of fire.

11 11 of CONCLUSION Know your escape route Unfortunately, many fires are not discovered until the middle of the night after everyone has gone home. By this time, the fire has got out of control and is very difficult to quench, so great care must be taken with electrical equipment, lighting, naked lights, flammable liquids, cigarettes, and anything that is combustible. Fires have often been caused by sunlight refracted and magnified through a glass of water onto a piece of paper, so ensure there is nothing of this kind on your window still. If you have a stationery store, it is essential that no one smokes in this area. 'No Smoking' signs should be exhibited at the entrance and inside the room Make sure that you know what to do in case of fire. Know your escape routes and ensure that they are kept clear with doors unbolted or easily opened with panic bolts from the inside Have you been told the escape routes from your office in the case of fire? If there are more than 10 people in your office there should be two escape routs in case escape through one door is prevented by fire You may have to learn two routes out of your office or workshop. There is an assembly point outside so that the senior person (or designated person) can check that everyone from the office has escaped. It is essential that you make sure you report to him so he does not send anyone back into the blazing building to look for you. When you do get out of the building never go back for any item that you have left Despite all the safety factors which are incorporated in this section and the thoroughness with which you have been taught safe and efficient work procedures, the overriding factor is still the human element.

12 12 of 12 Remember YOUR SAFETY IS YOUR BUSINESS. <End of Page>

Health & Safety Risk Assessment Form

National Health and Safety Function, WHWU, Human Resources Division Health & Safety Risk Assessment Form RE: Display Screen Equipment Workstation Risk Assessment Form (Worked Ref:CF:008:05 Example) September