occupation health and safety program office safety

Occupation Health and Safety Program

OFFICE SAFETY

Course DescriptionCourse Description

Hazards and Accident Prevention Hazards and Accident Prevention Associated With Offices And Associated With Offices And Administrative Work AreasAdministrative Work Areas

Getting Credit and CertificateGetting Credit and Certificate

To get full credit and certificate for this class, the class facilitator should To get full credit and certificate for this class, the class facilitator should do the following:do the following:

*Present the Power Point Presentation and have all students study any *Present the Power Point Presentation and have all students study any handouts.handouts.

*Enter the appropriate information into the facility’s training records.*Enter the appropriate information into the facility’s training records.

*Send the following information by e-mail to the Cabinet’s Safety *Send the following information by e-mail to the Cabinet’s Safety Coordinator for each student in the class:Coordinator for each student in the class:-name,-name,-work address,-work address,-work title,-work title,-name of class,-name of class,-date of class.-date of class.

Safety Coordinator-Richard T. Owen at Safety Coordinator-Richard T. Owen at [email protected]@ky.govThe certificates will be returned to the class facilitator for distribution.The certificates will be returned to the class facilitator for distribution.

IntroductionIntroduction

Despite common beliefs Despite common beliefs that the office provides a that the office provides a safe environment in safe environment in which to work, many which to work, many hazards exist which hazards exist which cause thousands of cause thousands of injuries and health injuries and health problems each year problems each year among office workers.among office workers.


Since one-third of the work force is in Since one-third of the work force is in offices, even low rates of work related offices, even low rates of work related injuries and illnesses can have an immense injuries and illnesses can have an immense impact on employee safety and health.impact on employee safety and health.


Today’s modern offices are substantially Today’s modern offices are substantially different from the office environment of 20 different from the office environment of 20 years ago.years ago.

Sweeping changes have occurred in the Sweeping changes have occurred in the workplace as a result of new office workplace as a result of new office technology and automation of office technology and automation of office equipment.equipment.


Consequently, office workers are faced with many Consequently, office workers are faced with many more hazards.more hazards.

Leading Types of AccidentsLeading Types of Accidents

It is estimated that office workers in the United It is estimated that office workers in the United States sustain 76,000 fractures, dislocations, States sustain 76,000 fractures, dislocations, sprains, strains, and contusions each year.sprains, strains, and contusions each year.


Falls.Falls. Strains and Over Exertion.Strains and Over Exertion. Struck by or Striking Objects.Struck by or Striking Objects. Caught in or Between Objects.Caught in or Between Objects. Foreign Substances in the Eye.Foreign Substances in the Eye. Spilled Hot Liquids.Spilled Hot Liquids.


Burns from fire.Burns from fire. Electrical shock.Electrical shock. Environmental toxins-respiratory problems.Environmental toxins-respiratory problems. Environmental toxins-skin diseases.Environmental toxins-skin diseases. Stress related conditions.Stress related conditions.

Common Office Safety and Health Common Office Safety and Health HazardsHazards

VentilationVentilation IlluminationIllumination NoiseNoise Physical LayoutPhysical Layout HousekeepingHousekeeping ExitsExits Fire HazardsFire Hazards

Common Office Safety and Health Common Office Safety and Health HazardsHazards

Handling and Storage HazardsHandling and Storage Hazards Electrical EquipmentElectrical Equipment Office FurnitureOffice Furniture Ladders, Stands, and StoolsLadders, Stands, and Stools Office ToolsOffice Tools Photocopying MachinesPhotocopying Machines Computer Display TerminalsComputer Display Terminals

Hazard Control MethodsHazard Control Methods

Information about control measures which can Information about control measures which can reduce or eliminate office hazards.reduce or eliminate office hazards.

Physical Layout and HousekeepingPhysical Layout and Housekeeping

Poor design and/or housekeeping can lead Poor design and/or housekeeping can lead to crowding, slips, trips, and falls. The to crowding, slips, trips, and falls. The

following are important factors related to following are important factors related to office layout and orderliness.office layout and orderliness.


Provide at least 3 feet distance between Provide at least 3 feet distance between desks and at least 50 square feet per desks and at least 50 square feet per employee.employee.

Keep telephone and electrical cords out of Keep telephone and electrical cords out of aisles.aisles.

Office machines should be kept away from Office machines should be kept away from edges of desks and tables.edges of desks and tables.


Conduct regular inspection, repair, and Conduct regular inspection, repair, and replacement of faulty carpets.replacement of faulty carpets.

Place mats inside building entrances.Place mats inside building entrances. Maintain proper placement of electrical, Maintain proper placement of electrical,

telephone, and computer wires.telephone, and computer wires.

Slips, Trips and FallsSlips, Trips and Falls

Do not allow cords and cables to Do not allow cords and cables to create tripping hazards.create tripping hazards.

Clean up spills quickly.Clean up spills quickly. Do not bock passageways.Do not bock passageways. Keep office areas clean.Keep office areas clean. Keep stacking and storage areas Keep stacking and storage areas

orderly.orderly.

Slips, Trips and FallsSlips, Trips and Falls

Watch out for:Watch out for:Worn or loose carpets,Worn or loose carpets,Broken strain tread edges,Broken strain tread edges,Chipped floorboards and tiles,Chipped floorboards and tiles,Watch where you walk,Watch where you walk,Pick up objects that fall (pencils, etc.)Pick up objects that fall (pencils, etc.)

StairsStairs

Do not become distracted on stairs.Do not become distracted on stairs. Take one step at a time.Take one step at a time. Don’t load arms so full of materials that you Don’t load arms so full of materials that you

can not see.can not see. Keep one hand on the handrail.Keep one hand on the handrail. Don’t congregate on stairs or landings.Don’t congregate on stairs or landings. Keep stairs lighted.Keep stairs lighted.

Handling and StorageHandling and Storage

Improper lifting can cause Improper lifting can cause musculoskeletal disorders such as musculoskeletal disorders such as sprains, strains, and inflamed sprains, strains, and inflamed joints.joints.

Office materials that are improperly Office materials that are improperly stored can lead to hazards such as stored can lead to hazards such as falling objects, poor visibility, and falling objects, poor visibility, and fires.fires.

Handling and Storage Hazards ControlsHandling and Storage Hazards Controls

Do not store materials on top of cabinets.Do not store materials on top of cabinets. Store heavy objects on lower shelves.Store heavy objects on lower shelves. Store and stack materials neatly.Store and stack materials neatly. Materials should be stored inside cabinets, Materials should be stored inside cabinets,

files or on shelving whenever possible.files or on shelving whenever possible. Do not store materials in aisles, Do not store materials in aisles,

corners or passageways.corners or passageways.


Fire equipment should remain Fire equipment should remain unobstructed.unobstructed.

Flammable and combustible Flammable and combustible materials must be identified materials must be identified and properly stored.and properly stored.


Material Safety Data Sheets must be provided for Material Safety Data Sheets must be provided for each hazardous chemical identified.each hazardous chemical identified.

Office FurnitureOffice Furniture

Chairs should be properly designed and Chairs should be properly designed and regularly inspected for missing casters, shaky regularly inspected for missing casters, shaky legs, and loose parts.legs, and loose parts.

Do not lean back in a chair with you feet on a Do not lean back in a chair with you feet on a desk.desk.

Do not scoot across the floor while sitting on a Do not scoot across the floor while sitting on a chair.chair.

Office FurnitureOffice Furniture

Never stand on a chair to reach an overhead Never stand on a chair to reach an overhead object.object.

Open only one file drawer at a time.Open only one file drawer at a time. Do not locate file cabinets close to doorways Do not locate file cabinets close to doorways

or in aisles.or in aisles. Use drawer handles to close file drawers.Use drawer handles to close file drawers.

Office ToolsOffice Tools

Misuse of office tools such as pens, pencils, Misuse of office tools such as pens, pencils, paper, letter openers, scissors, and staplers can paper, letter openers, scissors, and staplers can cause cuts, punctures, and related infections.cause cuts, punctures, and related infections.


PaperPaper CuttersCutters-Keep -Keep blade closed when not in blade closed when not in use. A guard should be use. A guard should be provided and fingers provided and fingers should be kept clear.should be kept clear.

StaplersStaplers-Always use a -Always use a staple remover. Never staple remover. Never test a jammed stapler test a jammed stapler with your thumb.with your thumb.


Pencils, pens, scissors, etc.-Store sharp objects Pencils, pens, scissors, etc.-Store sharp objects in a drawer or with the point down. in a drawer or with the point down.

Never hand someone a sharp object point first.Never hand someone a sharp object point first.

Office MachineryOffice Machinery

Machines with ingoing nip points or rotating Machines with ingoing nip points or rotating parts can cause lacerations, abrasions, parts can cause lacerations, abrasions, fractures, and amputations if not adequately fractures, and amputations if not adequately guarded.guarded.

Machines such as electric hole punches and Machines such as electric hole punches and paper shredders with hazardous moving parts paper shredders with hazardous moving parts must be guarded so that office employees must be guarded so that office employees cannot contact the moving parts.cannot contact the moving parts.

Office MachineryOffice Machinery

Fans must have substantial bases and fan Fans must have substantial bases and fan blades must be properly guarded.blades must be properly guarded.

Photocopying MachinesPhotocopying Machines

Potential health hazards associated with Potential health hazards associated with photocopying machines include:photocopying machines include:

**Toxic ChemicalsToxic Chemicals

**Excessive NoiseExcessive Noise

**Intense LightIntense Light


Photocopying machines can also be a Photocopying machines can also be a source of indoor air pollution when used source of indoor air pollution when used in offices that are not well ventilated.in offices that are not well ventilated.


Use the following controls to reduce Use the following controls to reduce hazards:hazards:

Keep the document cover closed,Keep the document cover closed, Reduce noise exposure by isolating Reduce noise exposure by isolating

the machine,the machine, Place machines in well ventilated Place machines in well ventilated

rooms away from workers’ desks,rooms away from workers’ desks,


Have machines services routinely to Have machines services routinely to prevent chemical emissions,prevent chemical emissions,

Avoid skin contact with photocopying Avoid skin contact with photocopying chemicals, andchemicals, and

Clean all spills and dispose of waste Clean all spills and dispose of waste properly.properly.

ExitsExits

Blocked or improperly planned means of Blocked or improperly planned means of exit can lead to injuries as a result of slips, exit can lead to injuries as a result of slips, trips, and falls.trips, and falls.

If during an emergency, employees become If during an emergency, employees become trapped due to improper exits, more serious trapped due to improper exits, more serious injuries or fatalities may result.injuries or fatalities may result.

ExitsExits

All exits must be a least 28 inches wide.All exits must be a least 28 inches wide. Generally two exits should be provided.Generally two exits should be provided. Exits and access to exits must be marked.Exits and access to exits must be marked. Means of exit, including stairways used for Means of exit, including stairways used for

emergency exit, should be free of obstructions emergency exit, should be free of obstructions with adequate lighting.with adequate lighting.

Employees must be aware of exits and trained Employees must be aware of exits and trained in evacuation.in evacuation.

Fire HazardsFire Hazards

A serious problem associated with A serious problem associated with office design is the potential for office design is the potential for creating fire hazards. Another danger creating fire hazards. Another danger found in modern offices is found in modern offices is combustible materials (furniture, rugs, combustible materials (furniture, rugs, fibers) which can easily ignite and fibers) which can easily ignite and often emit toxic fumes.often emit toxic fumes.

Fire HazardsFire Hazards

Store unused records/papers in fire resistant Store unused records/papers in fire resistant files.files.

Use flame retardant materials.Use flame retardant materials. Smoke only in designated areas and use Smoke only in designated areas and use

proper ash disposal equipment.proper ash disposal equipment. Fire extinguishers and alarms should be Fire extinguishers and alarms should be

conspicuously placed and accessible.conspicuously placed and accessible.

Electrical EquipmentElectrical Equipment

Electrical accidents in an office usually occur as Electrical accidents in an office usually occur as a result of faulty or defective equipment, unsafe a result of faulty or defective equipment, unsafe

installation or misuse of equipment.installation or misuse of equipment.

Electrical HazardsElectrical Hazards

Equipment must be properly grounded to Equipment must be properly grounded to prevent shock injuries.prevent shock injuries.

A sufficient number of outlets will prevent circuit A sufficient number of outlets will prevent circuit overloading.overloading.

Avoid the use of poorly maintained or non-Avoid the use of poorly maintained or non-approved equipment.approved equipment.

Cords should not be dragged over nails, hooks Cords should not be dragged over nails, hooks or other sharp objects.or other sharp objects.

Electrical HazardsElectrical Hazards Receptacles should be installed and Receptacles should be installed and

electric equipment maintained so that electric equipment maintained so that no live parts are exposed.no live parts are exposed.

Machines should be disconnected Machines should be disconnected before cleaning or adjusting. before cleaning or adjusting. Generally, machines and equipment Generally, machines and equipment should be locked or tagged out during should be locked or tagged out during maintenance.maintenance.

Electrical HazardsElectrical Hazards No unauthorized person may work on an No unauthorized person may work on an

electrical appliance or circuit.electrical appliance or circuit. Do not over load sockets.Do not over load sockets. If a machine or an electrical cable becomes If a machine or an electrical cable becomes

warm to the touch, it must be disconnected warm to the touch, it must be disconnected and reported without delay.and reported without delay.

Electrical cable and cords should not be run Electrical cable and cords should not be run beneath carpeting or span walkwaysbeneath carpeting or span walkways..

Do not let paper or flammable items Do not let paper or flammable items near or touching outlets and plugs.near or touching outlets and plugs.


Do not use taped joints to connect cables since Do not use taped joints to connect cables since they don’t have sufficient insulation or protection they don’t have sufficient insulation or protection from liquids.from liquids.

Get plugs and cords repaired as needed.Get plugs and cords repaired as needed. Look out for:Look out for:

– Physical damage to plugs and cables andPhysical damage to plugs and cables and– Insecure connections and outlets.Insecure connections and outlets.– Keep all plugs and outlets clean from dirt, Keep all plugs and outlets clean from dirt,

dust, etc. dust, etc.


Switch off equipment for cleaning and when Switch off equipment for cleaning and when removing paper jams.removing paper jams.

Indoor Air QualityIndoor Air Quality

Office indoor air quality problems that can Office indoor air quality problems that can

cause health problems include:cause health problems include:

Natural agentsNatural agents e.g. carbon monoxide, e.g. carbon monoxide, micro-micro-organisms, radon, etc.organisms, radon, etc.

Synthetic chemicalsSynthetic chemicals e.g. formaldehyde, e.g. formaldehyde, cleaning cleaning fluids, cigarette smoke, asbestos, etc.fluids, cigarette smoke, asbestos, etc.


An adequate office ventilation system which An adequate office ventilation system which delivers quality indoor air and provides for delivers quality indoor air and provides for comfortable humidity and temperature is a comfortable humidity and temperature is a necessity.necessity.


Where printing or copying machines are present, Where printing or copying machines are present, an exhaust ventilation system which draws an exhaust ventilation system which draws particulates and gases away from the particulates and gases away from the employees’ breathing zone should be present.employees’ breathing zone should be present.


Office machines and ventilation system Office machines and ventilation system components should be checked and maintained components should be checked and maintained

on a regular basis.on a regular basis.

Office Noise HazardsOffice Noise Hazards

In an office, employees can be subjected to In an office, employees can be subjected to many noise sources such as:many noise sources such as:

High speed printers,High speed printers,

Telephones,Telephones,

Human voices.Human voices.


Noise can produce tension and stress, as well Noise can produce tension and stress, as well as, damage to hearing. Some of the numerous as, damage to hearing. Some of the numerous measures available to control unwanted noise measures available to control unwanted noise include the following:include the following:

Place noisy machines in an enclosed Place noisy machines in an enclosed space.space.

Use carpeting, draperies, and acoustical Use carpeting, draperies, and acoustical ceiling tiles to muffle noise.ceiling tiles to muffle noise.


Adjust telephone volume to it lowest level.Adjust telephone volume to it lowest level.

Rearrange traffic routes within the office to reduce Rearrange traffic routes within the office to reduce traffic within and between work areas.traffic within and between work areas.

IlluminationIllumination

Lighting problems in the office cause:Lighting problems in the office cause: Glare,Glare, Shadows,Shadows, Visual problems (i.e. eyestrain, fatigue, Visual problems (i.e. eyestrain, fatigue,

double vision).double vision).

IlluminationIllumination

Controls to prevent poor lighting conditions Controls to prevent poor lighting conditions include:include:

Regular maintenance of the lighting system.Regular maintenance of the lighting system. Light colored dull finish on wall, ceilings, and Light colored dull finish on wall, ceilings, and

floors to reduce glare.floors to reduce glare. Adjustable shades on windows.Adjustable shades on windows. Indirect lighting.Indirect lighting.

Ladders, Stands, and StoolsLadders, Stands, and Stools

Improper use of ladders, ladder stands, and Improper use of ladders, ladder stands, and stools can lead to falls. stools can lead to falls.

Employees should always face the ladder when Employees should always face the ladder when climbing up or down.climbing up or down.

Ladders and stools should be inspected regularly Ladders and stools should be inspected regularly to ensure they are in good condition.to ensure they are in good condition.

The top of a ladder should not be used as a step.The top of a ladder should not be used as a step.

Ladders, Stands, and StoolsLadders, Stands, and Stools

Ladders must only be use when they are fully Ladders must only be use when they are fully open and the spreaders are lockedopen and the spreaders are locked..

YOU ARE

RESPONSIBLE

FOR YOUROWN

SAFETY

WATCH OUTFOR UNSAFE CONDITIONS

REPORT THEM

Accident ReportingAccident Reporting

Report all injuries at work on the same day.Report all injuries at work on the same day.

Thank You For Your AttendanceThank You For Your Attendance

For additional assistance contact:Richard T. Owen

Education Cabinet Safety Coordinator601 East Main Street

Frankfort, Kentucky 40601502-564-7346

[email protected]

occupation health and safety program office safety

Documents

office hazards

office layout

office workers

office machines

office environment

common office safety

automation of office

health hazards handling