III. OFFICE SAFETY 1.0 General Office Safety
III.1.0General Office Safety1.1A large percentage of workplace accidents and injuries occur in office buildings.Like the shop or laboratory, the office requires a few preventive measures toensure a safe and healthy environment. Common causes of office accidentsinclude the 2.0OFFICE SAFETYSlipping, tripping, and falling hazardsBurning, cutting, and pinching hazardsImproper lifting and handling techniquesUnobservant and inattentive employeesImproper office layout and arrangementDangerous electrical wiringExposure to toxic substancesHorseplay1.2The following sections address several office safety practices. Other preventivemeasures not mentioned here may also be necessary.1.3REMEMBER: The office building is not a sterile working environment; commonworkplace hazards can be dangerous when you ignore them.1.4Refer to other chapters in this manual, such as Electrical Safety, General Safety,Fire Safety, and others for more information on workplace safety. Always usecommon sense when safety is a concern.Good Housekeeping Practices2.1Many office accidents are caused by poorhousekeeping practices. By keeping the officefloor both neat and clean, you can eliminate mostslipping, tripping, and falling hazards. Other goodhousekeeping practices include the following:2.1.12.1.2III. Office SafetyEnsure that office lighting is adequate andavailable. Replace burned out light bulbs, and have additional lightinginstalled, as necessary.Ensure that electrical cords and phone cords do not cross walkways orotherwise pose a tripping hazard. If you cannot move a cord, have a newoutlet installed or secure the cord to the floor with cord covering strips. Donot tape cords down as a long-term solution or run them underneathcarpet.Page 1 of 9Revised 2-Dec-14
2.1.32.1.42.1.52.1.63.0Hazardous Objects and Materials3.1Hazardous objects such as firearms are not permitted in the workplace. Inaddition, hazardous chemicals and materials should not be stored in the generaloffice. Hazardous materials include, but are not limited to, the rcinogensCombustiblesFlammablesGas cylindersIrritantsOxidizersReactivesPreventing Cuts and Punctures4.1Cuts and punctures happen when people use everyday office supplies withoutexercising care. Follow these guidelines to help reduce the chance for cuts andpunctures:4.1.14.1.24.1.34.1.45.0Report or repair tripping hazards such as defective tiles, boards, or carpetimmediately.Clean spills and pick up fallen debris immediately. Even a loose pencil orpaper clip could cause a serious falling injury.Keep office equipment, facilities, and machines in good condition.Store items in an approved storage space. Take care to not stack boxes toohigh or too tight. Ensure that boxes are clearly labeled with their contents.When sealing envelopes, use a liquid dispenser, not your tongue.Be careful when using kitchen knives, scissors, staplers, letter openers,paper cutters and box openers. Any of these items could cause a painfulinjury.Avoid picking up broken glass with your bare hands. Wear gloves and usea broom and a dust pan.Place used blades or broken glass in a rigid container, such as a box,before disposing in a wastebasket.Preventing Machine Accidents5.1Only use machines that you know how tooperate. Never attempt to operate anunfamiliar machine without reading themachine instructions or receivingIII. Office SafetyPage 2 of 9Revised 2-Dec-14
directions from a qualified employee. In addition, follow these guidelines toensure machine Some items can be very dangerous when worn around machinery with movingparts. Avoid wearing the following items around machines within unguardedmoving parts:5.2.15.2.25.2.35.2.45.2.55.2.66.0Secure machines that tend to move during operation.Do not place machines near the edge of a table or desk.Ensure that machines with moving parts are guarded to prevent accidents.Do not remove these guards.Unplug defective machines and have them repaired immediately.Do not use any machine that smokes, sparks, shocks, or appears defectivein any way.Close hand-operated paper cutters after each use and activate the guard.Take care when working with copy machines. If you have to open themachine for maintenance, repair, or troubleshooting, remember that someparts may be hot. Always follow the manufacturer's instructions fortroubleshooting.Unplug paper shredders before conducting maintenance, repair, ortroubleshooting.Loose beltsJewelryLong, loose hairLong, loose sleeves or pantsScarvesTiesPreventing Slips and Falls6.1As outlined in the General Safety chapter of this manual, the easiest way to avoidslips and falls is to pay attention to your surroundings and to avoid running orrushing. To ensure safety for others in the office,however, follow these guidelines:6.1.16.1.26.1.36.1.4III. Office SafetyArrange office furnishings in a manner thatprovides unobstructed areas for movement.Keep stairs, steps, flooring, and carpetingwell maintained.Ensure that glass doors have some type ofmarking to keep people from walkingthrough them.Clearly mark any difference in floor levelPage 3 of 9Revised 2-Dec-14
6.1.56.1.66.1.77.0Preventing Stress7.1To reduce stress and prevent fatigue, it is important to take mini-breaks (not manybreaks) throughout the day. If possible, change tasks at least once every twohours. Stretch your arms, neck, and legs often ifyou do the same type of work for long periods oftime. Tip for healthy eyes use the 20-20-20 rule.Every 20 minutes look away from your monitor,and stare at something 20 feet away for 20seconds. For a quick pick-me-up, breathe deeplyseveral times by inhaling through your nose andexhaling through your mouth. In addition, alwaystry to eat your lunch somewhere other than yourdesk.7.2Other examples of stress-relieving exercises that can be done at your desk includethe following:7.2.17.2.27.2.37.2.47.2.58.0that could cause an accident.Secure throw rugs and mats to prevent slipping hazards.Do not place wastebaskets or other objects in walkways.Always pay attention and be aware of your surroundingsHead and Neck Stretch: Slowly turn your head to the left, and hold it forthree seconds. Slowly turn your head to the right, and hold it for threeseconds. Drop your chin gently towards your chest, and then tilt it back asfar as you can. Repeat these steps five to ten times.Shoulder Roll: Roll your shoulders forward and then backward using acircular motion. Repeat in each direction five to ten times.Upper Back Stretch: Grasp one arm below the elbow and pull gentlytowards the other shoulder. Hold this position for five seconds and thenrepeat with the other arm.Wrist Wave: With your arms extended in front of you, raise and loweryour hands several times.Finger Stretch: Make fists with your hands and hold tight for one second,then spread your fingers wide for five secondsEquipment and Furniture Safety8.1As mentioned earlier, common office machines, such as the following, requirespecial safety consideration: copiers, microwaves, adding machines, typewriters,and computers. If there is ever any question of how too properly use a piece ofequipment or furniture, always refer to the manufacturer’s guidelines for furtherinstruction. If you notice a piece of equipment is damaged or workingIII. Office SafetyPage 4 of 9Revised 2-Dec-14
improperly, un-plug the machine, do not use the damaged equipment, and refer tomanufacturer’s guidelines. All equipment should only be repaired by a certifiedrepairperson.8.1.18.2Other office equipment that requires safety consideration includesfurniture such as file cabinets and shelves, desks, and chairs.File Cabinets and Shelves8.2.1Because file cabinets and shelves tend tosupport heavy loads, treat them with specialcare.8.2.2Follow these safety guidelines for filecabinets:8.2.2.1 Secure file cabinets that are notweighted at the bottom. Either attaches them to the floor or to thewall.8.2.2.2 Ensure that file cabinet drawers cannot easily be pulled clear of thecabinet.8.2.2.3 Do not block ventilation grates with file cabinets.8.2.2.4 Open only one drawer at a time to keep the cabinet from toppling.8.2.2.5 Close drawers when they are not in use.8.2.2.6 Do not place heavy objects on top of cabinets. Be aware thatanything on top of a cabinet may fall off if a drawer is openedsuddenly.8.2.2.7 Close drawers slowly using the handle to avoid pinched fingers.8.2.2.8 Keep the bottom drawer full. This will help stabilize the entirecabinet.8.2.3In addition, follow these safety guidelines for office shelves:8.2.3.1 Secure shelves by attaching them to the floor or wall.8.2.3.2 Place heavy objects on the bottom shelves. This will keep theentire structure more stable.8.2.3.3 Ensure that there is at least 18 inches between the top shelf itemsand the ceiling. This space will allow ceiling sprinklers (if present)to function properly if a fire occurs.8.2.3.4 Do not block ventilation grates with shelves.8.2.3.5 Never climb on shelves (even lower shelves). Use an approvedladder.III. Office SafetyPage 5 of 9Revised 2-Dec-14
8.3Desks8.3.1Follow these safety guidelines for office desks:8.3.1.1 Keep desks in good condition(i.e., free from sharp edges,nails, etc.).8.3.1.2 Ensure that desks do not blockexits or passageways.8.3.1.3 Ensure that glass-top desks donot have sharp edges.8.3.1.4 Ensure that desks with spring-loaded tables function properly. Thetable should not spring forth with enough force to cause an injury.8.3.1.5 Do not climb on desks. Use an approved ladder.8.3.1.6 Keep desk drawers closed when not in use.8.3.1.7 Repair or report any desk damage that could be hazardous.8.4Chairs8.4.1Safety guidelines for office chairsinclude the following:8.4.1.1 Do not lean back in office chairs,particularly swivel chairs withrollers.8.4.1.2 Do not climb on any office chair.Use an approved ladder.8.4.1.3 Office desk chairs should have adjustable back supports and seatheight. Make sure that your chair's back support position and seatheight are comfortable.8.4.1.4 Take care when sitting in a chair with rollers. Make sure it does notroll out from under you when you sit down.8.4.1.5 Repair or report any chair damage that could be hazardous.8.4.1.6 Do not roll chairs over electrical cords.8.5Ladders and Stepstools8.5.1III. Office SafetyAlways use an approved ladder or stoolto reach any item above your extendedarm height. Never use a makeshiftdevice, such as a chair, desktop, filecabinet, bookshelf, or box, as asubstitute for a ladder.Page 6 of 9Revised 2-Dec-14
8.5.2Follow these guidelines when using ladders:8.5.2.1 Do not load a ladder above its intended weight capacity.8.5.2.2 Place ladders on slip-free surfaces even if they have slip-resistantfeet. Secure the ladder if a slip-free surface is not available.8.5.2.3 Avoid placing ladders in walkways. Secure a ladder if its locationcould cause an accident.8.5.2.4 Keep areas around ladders clean and free of debris.8.5.2.5 Do not use a ladder in front of a door unless the door is locked andbarricaded.8.5.2.6 Refer to the Shop Safety chapter in this manual for moreinformation on ladder safety.9.010.0Work Station Arrangement9.1With the extensive use of computers and other automated desk devices in theworkplace, employees must take special care toensure proper work station arrangement. For thepurpose of this manual, a work station consists ofthe equipment and furniture associated with atypical desk job (i.e., desk, chair, and computercomponents).9.2In recent years, computer screens or VideoDisplay Terminals (VDTs) have received muchattention concerning non-ionizing radiationlevels. Tests prove, however, that VDTs do notemit harmful levels of radiation. Improper work station arrangement combinedwith repetitive motion, however, may contribute to visual and musculoskeletalfatigue.9.3Cumulative trauma disorders, such as carpal tunnel syndrome may result from thestress of repetitive motion. Therefore, it is very important to arrange your workstation properly and to take breaks frequently.9.4Ergonomic surveys/reviews of the work station arrangement can be requestedfrom Environmental Health and Safety.Operator's Position10.1Your seating position at work is important to your comfort and safety. To reducethe painful effects of repetitive motion, follow these guidelines when workingwith computers or typewriters:III. Office SafetyPage 7 of 9Revised 2-Dec-14
10.1.1 Always sit up straight. Make sure your chair is adjusted to provideadequate support to your back.10.1.2 Place your feet flat on the floor or on a footrest. Lower legs should beapproximately vertical, and thighs should be approximately horizontal.The majority of your weight should be on the buttocks.10.1.3 Ensure that there is at least 1 inch of clearance between the top of yourthighs and the bottom of the desk or table.10.1.4 Keep your wrists in a natural position. They should not rest on the edge ofthe desk.10.1.5 Keep the front edge of your chair approximately 4 inches behind yourknees.11.0Equipment Arrangement11.1By properly arranging your equipment, you can also help reduce the harmfuleffects of repetitive motion. Follow these guidelines for arranging officeequipment:11.1.1 Lighting: Lighting around computer work stations should illuminate thework area without obscuring the VDT or causing glare. Position computerscreens, draperies, blinds, and pictures to reduce glare during work hours(e.g., place the VDT screen at a right angle to thewindow).11.1.2 VDT Screen: VDT images should be clear and welldefined. Adjust the screen's brightness, contrast anddisplay size to meet your needs. If a screen flickersor jumps, have it repaired or replaced. Place theVDT 20-28 inches away from your face. The centerof the VDT should be approximately 15 to 25 degrees below your line ofvision.11.1.3 Keyboards: Position computer keyboards so thatthe angle between the forearm and upper arm isbetween 80 and 120 degrees. Place the keyboardin an area that is accessible and comfortable.11.1.4 Wrist Support: Use wrist supports made of padded material. The supportshould allow you to type without bending your wrists.11.1.5 Document Holders: Keep documents at approximately the same heightand distance from your face as the VDT screen.11.1.6 Telephones: Neck tension is a common problem caused by holding thetelephone between the head and neck. Use a headset or speakerphone ifyou use the telephone for extended periods of time.III. Office SafetyPage 8 of 9Revised 2-Dec-14
11.2Contact Environmental Health and Safety if you have any questions regardingyour work station arrangement. If you develop pain that you believe arises fromwork you do at the office, please contact your supervisor.END OF SECTIONIII. Office SafetyPage 9 of 9Revised 2-Dec-14
1.4 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. 2.0 Good Housekeeping Practices 2.1 Many office accidents are cau
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