Office Safety

Changes have occurred in the American workplace as a result of the new office technology and automation of office equipment.  As with all new technology, these changes bring a set of health and safety concerns.  Even the nature of office work itself has produced a whole host of stress-related symptoms and musculo-skeletal strains.   

This module covers office injuries and illnesses, hazards, and control/prevention strategies.  They are listed below and detailed later in this module.  Many of the principles presented in this module can be applied to other work environments and in your home. 

Objectives
You will be able to:

• identify office hazards, and

• describe control options.

Office–Related Injuries and Illnesses 
The leading types of disabling accidents that occur within the office are a result of the following:

• Slips, trips and falls

• Strains and overexertion

• Struck by or against objects

• Caught in or between objects

Slips, Trips and Falls (STFs)
STFs are the most common office accident, accounting for the greatest number of disabling injuries.  A fall occurs when you lose your balance and footing.  Bending while seated in an unstable chair and tripping over electrical cords or wires are other common hazards. 

The following factors contribute to STFs:

Open desk or file drawer
Using a chair or stack of boxes in place of a ladder
Wet floors
Loose carpeting
Objects stored in halls or walkways
Inadequate lighting

Fortunately, there are steps to take to prevent STFs.  

Strains and Overexertion
Although a typical office job may not involve lifting large or especially heavy objects, it is important to follow the principles of safe lifting.  Small, light loads (i.e., stacks of files, boxes of computer paper, books) can wreak havoc on your back, neck, and shoulders if you use your body incorrectly when you lift them. 

Backs are especially vulnerable; most back injuries result from improper lifting.  Before you pick up a carton or load, ask yourself these questions:

• Is this too heavy for me to lift and carry alone?

• How high do I have to lift it?

• How far do I have to carry it?

• Am I trying to impress anyone by lifting this?

If you feel that the lift is beyond your ability, ask someone to assist you and follow safe lifting steps.

Avoiding SB/SA incidents

Caught In or Between Objects
The last category of disabling incidents occurs as a result of office workers who get their fingers or articles of clothing caught in or between objects.  Office workers may be injured as a result of the following:

• Fingers caught in a drawer, door, or window.

• Fingers, hair, or articles of clothing and jewelry caught in office machines.

• Fingers caught under the knife-edge of a paper cutter.

Industrial Hygiene  

The list below identifies the most common office hazards:

• Indoor Air Quality (IAQ) and ventilation

• Lighting

• Noise

• Bloodborne pathogens (BBPs)

Indoor Air Quality and Ventilation
Indoor air quality (IAQ) is an increasingly important issue in the work environment.  The National Institute of Occupational Safety and Health (NIOSH) has conducted hundreds of building studies.  They indicate that the most likely sources of this problem are the following:

Source	Concern
Poor ventilation	A good ventilation design will distribute supply air uniformly.   There should be a sufficient amount of air to dilute building contaminants and maintain a healthy environment.  Indoor air quality complaints increase significantly in offices that are not supplied sufficient outside air.
Poor thermal conditions	Excessively high or low temperatures in an office area can also lead to symptoms in building occupants and reduce productivity.  High temperatures have been associated with fatigue, lassitude, irritability, headache, and decrease in performance, coordination, and alertness.
Too high or low humidity	When the air is too humid, it makes people feel uncomfortable (wet, clammy) and can promote mold growth.  On the other hand, low humidity conditions (which typically occur in the winter months) dry out the nasal and respiratory passages.  Low humidity may be associated with an increased susceptibility to upper respiratory infections.  Static electricity problems (affecting hair and clothes, particularly synthetic fibers) are good indicators of an office with low relative humidity.

Controls to prevent indoor air pollution

Lighting
Lighting is one of the most important factors affecting personal comfort on the job.  The best lighting system is one in which the light level is geared to the task, where brightness ratios are controlled (no intensely bright or dark areas in one field of vision), and where ceilings, walls, and floors are carefully chosen to minimize glare.   

Vision problems are one of the leading sources of complaints among office workers.  Poor office lighting can cause eyestrain and irritation, fatigue, and double vision. 

Headaches, as well as neck and back pains, may occur as a result of workers straining to see small or detailed items.  Lighting needs vary from time to time and person to person as well.

Control of poor lighting

Noise
Noise can be defined very simply as unwanted sound.  Office workers are subjected to many noise sources including telephones, fax machines, and human voices.  Noise can produce tension and stress as well as damage to hearing at high noise levels.  If the tasks require a great deal of mental concentration, noise can be detrimental to performance.

Control of noise levels

Bloodborne pathogens
Bloodborne pathogens are microorganisms such as viruses or bacteria that are carried in blood and cause disease in people.  The most common types of bloodborne pathogens are:

• Hepatitis B Virus (HBV)

• Hepatitis C Virus (HCV)

• Human Immunodeficiency Virus (HIV)

Bloodborne pathogens are transmitted through contact with infected human blood and other body fluids.  Unbroken skin forms a barrier, but, infected blood or fluids can enter your system through the eyes, nose, mouth, cuts, or any broken skin.

Universal precautions
Where do I find bloodborne pathogen hazards?

Office Layout 

Office design factors
Poor design and/or poor housekeeping can lead to crowding, lack of privacy, slips, trips, and falls.  The following are important factors related to office layout and order:

• Keep a three foot distance between desks, and allow at least 50 square feet per employee.

• Telephone and electrical cords must be out of the aisles.

• Place mats inside building entrances.

• Place electrical, telephone, and computer wires out of the way.

Ergonomic design of an office is also an important factor in the health of employees.  Workstation ergonomics are discussed later in this module. 

Storage of materials
Office materials that are improperly stored can lead to objects falling on workers, and  poor visibility.  This may also create a fire hazard.  A good housekeeping program will reduce or eliminate hazards associated with improper storage of materials.  Examples of improper storage include:

• Disorderly piling

• Piling materials too high

• Obstructing doors, aisles, fire exits, and fire-fighting equipment

Storage practices

Office furniture controls
Defective furniture or misuse of chairs or file cabinets by office workers can lead to serious injuries.  Listed below are controls related to chairs and cabinets:

• Inspect chairs for missing casters, shaky legs, and loose parts.

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

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

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

• Open only one file drawer at a time.

• Do not locate file cabinets close to doorways or in aisles.

• Use drawer handles to close file drawers.

Ladders, stands, and stools controls
Improper use of ladders, ladder stands, and stools can lead to falls.  The following controls will help reduce ladder-related injuries:

• Face the ladder when climbing up or down.

• Inspect ladders regularly to ensure they are in good condition.

• Do not use the top of a ladder as a step.

• Use ladders only when they are fully open and the spreaders are locked.

Workstation Ergonomics 

Ergonomics means fitting the workplace to the workers by modifying or redesigning the job, workstation, tool, or environment.  Workstation design can have a big impact on office workers’ health and well-being.  There are a multitude of discomforts that can result from ergonomically incorrect computer workstation setups.  The most common complaints relate to the neck, shoulders, and back.  Others concern the arms and hands and occasionally the eyes.  For example, poor chairs and/or bad postures can cause lower back strain; or a chair that is too high can cause circulation loss in legs and feet. 

Office ergonomic risks
Certain common characteristics of Video Display Terminal (VDT) jobs have been identified and associated with increased risk of musculo-skeletal problems.  These include the following:

• Design of the workstation

• Nature of the task

• Repetitiveness of the job

• Degree of postural constraint

• Work pace

• Work/rest schedules

• Personal attributes of individual workers

Good Ergonomic Workstation Practices
Workstation Design
Workstation Diagram

Electrical Safety

Electricity is essential to the operation of a modern automated office as a source of power.  Electrical equipment used in an office is potentially hazardous and can cause serious shock and burn injuries if improperly used or maintained. 

Electrical hazards
Types of electrical hazards found in an office environment include the following:

• Ungrounded equipment

• Overloaded outlets

• Unsafe/non-approved equipment

• Defective, frayed, or improperly installed cords

• Electrical cords across walkways and work areas

• “Live” parts unguarded

• Blocking electrical panel doors

Ungrounded equipment
Smaller office equipment, such as typewriters and coffee pots, generally would not have to be grounded.  However, much of the newer office equipment is manufactured with grounded plugs as a precaution (three prong plugs).  In such cases, the equipment should be used in accordance with the manufacturer’s instructions.  In any case, never remove the third (grounding) prong from any three-prong piece of equipment. 

Overloaded outlets
Insufficient or overloading of electrical outlets should be avoided.  A sufficient number of outlets will eliminate the need for extension cords.  Overloading electrical circuits and extension cords can result in a fire.  Floor mounted outlets should be carefully placed to prevent tripping hazards. 

Unsafe/non-approved equipment
Electrical equipment such as coffee maker, radios, lamps, etc should not be used unless in good condition.  For example:  frayed cords, broken components, missing parts could create an electrical hazard.  Equipment such as personal fans or heaters must be approved thru local procedures prior to use.  A service technician should repair electrical equipment requiring maintenance such as copiers, or facsimile machines. 

Defective, frayed, or improperly installed cords for electrically-operated office equipment

When the outer jacket of a cord is damaged, the cord may no longer be water-resistant.  The insulation can absorb moisture, which may then result in a short circuit or excessive current leakage to ground.  If wires are exposed, they may cause a shock to a worker who contacts them.  These cords should be replaced.  Electric cords should be examined on a routine basis for fraying and exposed wiring. 

Improper placement of cords
A cord should not be pulled or dragged over nails, hooks, or other sharp objects that may cause cuts in the insulation.  In addition, cords should never be placed on radiators, steam pipes, walls, and windows.  Particular attention should be given to connections behind furniture, since files and bookcases may be pushed tightly against electric outlets, severely bending the cord at the plug. 

Electrical cords across walkways and work areas
An adequate number of outlet sockets should be provided.  Extension cords should only be used in situations where fixed wiring is not feasible.  However, if it is necessary to use an extension cord, never run it across walkways or aisles due to the potential tripping hazard.  If you must run a cord across a walkway, either tape it down or use a cord runner. 

Unguarded “live” parts
Wall receptacles should be designed and installed so that no current-carrying parts will be exposed, and outlet plates should be kept tight to eliminate the possibility of shock. 

Blocking electrical panels
Minimum clearance in front of electrical panels is 3 feet. 

Blocking electrical panel doors
If an electrical malfunction should occur, the panel door, and anything else in front of the door will become very hot.  Electrical panel doors should always be kept closed, to prevent "electrical flashover" in the event of an electrical malfunction.

Fire Safety 

The best time to think about fire safety is before a fire starts.  Learn the location of fire escape routes and how to activate the fire alarm.  Participate in practice fire drills on a regular basis.  Become familiar with stairway exits.  Note that elevators may not function during a fire, or may expose passengers to heat, gas, and smoke. 

Fire hazards
Be aware of these fire hazards:

• Heat-producing equipment, i.e.,  copiers, work processors, and coffee makers are often overlooked as a potential fire hazard.  Keep them away from anything that might burn.

• Be sure to turn off all electrical appliances at the end of the day.  Use only grounded appliances plugged into grounded outlets (three prong plug).

• If electrical equipment malfunctions or gives off a strange odor, disconnect it and call the appropriate maintenance personnel.  Promptly disconnect equipment, tag, and remove from service until repair by an electrically qualified person

• Keep extension cords clear of doorways and other areas where they can be stepped on or chafed.  Never plug one extension cord into another.

• Do not allow combustible material i.e., boxes, paper, etc. to build up in inappropriate storage locations (near sources of ignition).

Exits
Blocked or improperly planned means of escape can lead to injuries as a result of slips, trips, and falls.  If during an emergency, employees become trapped due to improper exit routes, more serious injuries or fatalities may result. 

Controls to ensure proper means of evacuation include the following:

• All exit access must be at least 40 inches wide.

• Two exits should be provided.

• Exits and access to exits must be marked.

• Evacuation routes should be free of obstructions and adequately lit.

• Employees must be aware of exits and trained in procedures for evacuation.

Emergency preparedness
The local emergency action plan will address potential emergencies that can be expected in your work area.  For emergency evacuation, the use of floor plans or workplace maps that clearly show the emergency escape routes and safe or refuge areas should be included in the plan.  All employees must understand what actions they are to take in the work area and assemble in a safe zone.

Chemical Safety General Awareness 

Chemicals are used in many workplaces.  OSHA developed the Hazard Communication (HAZCOM) Standard, 29 CFR Part 1910.1200, which gives employees the legal right to know about chemical hazards.  The Standard’s purpose is to communicate hazard information to employees so they can work safely.  This module provides information on chemical safety including:

• Chemical hazards

• Hazardous chemicals recognition

• The HAZCOM Program

Chemical hazards
Hazardous chemicals present physical or health hazards.  Health hazards may cause short-term or long-term health problems, such as rashes, burns, cancer, and liver damage.  Physical hazards are those chemicals that:

• Suddenly release pressure

• Are Flammable

• Are reactive

Health hazard routes of entry
Chemicals that may affect your health can enter the body in various ways.  These routes of entry are identified in the table below.

Physical hazards
Physical hazards are those related to matter and energy.  Physical hazards are described in the table below.

Hazard Chemical Recognition
There are various ways to obtain more information about chemical hazards.  Material Safety Data Sheets (MSDSs) and labels should be the most easily obtainable but the local safety and health office may be contacted for additional information if necessary.  A description of each is provided below.

Indicator	Description
Material Safety Data Sheets	The MSDS documents the health and physical hazards of the product.  MSDSs must be provided to the downlink customers of the manufacturer and available to all employees.
OSHA container labels	The HAZCOM standard requires that manufacturers label chemical containers.  The label should always provide the specific hazard warnings of a chemical including its physical and health hazards.
Other container labels	There are many other types of container labels that are useful in recognizing hazardous chemicals.

Other Examples of Chemical Recognition
OSHA Sign	NFPA 704M Marking
DoT and OSHA labeling systems	DoT Marking

Hazard Communication Program
The Right-To-Know Act or the OSHA hazard communication (HAZCOM) standards establish uniform requirements for informing employees about hazards related to workplace chemicals.  29 CFR 1910.1200 requires each employee exposed to hazardous chemicals to receive information about those chemicals through a comprehensive HAZCOM program.  There is also a requirement for a written HAZCOM program, which is usually kept and maintained by the local safety office.

HAZCOM training
Employers are to provide HAZCOM training at the time the employee is initially assigned to their job, and whenever a new hazard is introduced into the worker’s area, but supervisors should also check with their local safety and health manager for other specifics.  Training provided must be documented. 

HAZCOM training elements
The training program must include the following elements:

• An explanation of standard requirements.

• Description of operations in employee work areas where hazardous chemicals are present.

• The location of the written program, chemical inventories, and MSDSs.

• Methods used to detect the presence or release of hazardous chemicals in work areas.

• Physical and health hazards of chemicals in employee work areas.

• Measures employees can take to protect themselves from the hazards.

• Details of the HAZCOM program, including complete information on labels and MSDSs.

Teleworking

Teleworking refers to work situations where the location of the work site is away from the official duty station.  Telework has proven to be an effective tool for assisting employees in balancing their private and work lives.  Public Law 106–346 requires that participating agencies develop criteria for implementing telework policy.   

Safety requirements
All employees working from home

• must designate one area in the home as the official worksite that is suitable for performing official government business.  The government’s potential exposure to liability is restricted to this official work or office area for purposes of telework

• must sign a self certification checklist that assesses overall safety of the designated worksite,

• are covered by the Federal Employees Compensation Act (FECA) if injured while performing official duties at their designated home worksite.

Management may inspect the home worksite for

• compliance with safety requirements, provided management has a reasonable cause to believe that a hazardous work environment exists, and

• proper maintenance of Government-owned property.

NOTE:  Safety inspections will be by appointment only.

 Call back to official duty station
Management may call an employee into the official duty station for mission needs at any time.  If an employee is called back to the official duty station while on telework, that employee is on duty when traveling back to the office, and therefore covered by FECA rules. 

Performance of duties
Employees who are directly engaged in performing the duties of their jobs are covered by FECA, regardless of whether the work is performed at the official duty station or at an alternative work site. However, an employee’s activities do not arise out of employment when he or she engages in activities not immediately directed toward the actual performance of regular duties while on property under the employee’s control.  

An employee who works at a desk at home removes himself or herself from the performance of regular duties as soon as he or she walks away from the desk to use the bathroom, get a cup of coffee, or seek fresh air. 

The same rule does not apply for employees working at an activity’s office or a telework center. In the official workplace, a legal concept called the “personal comfort doctrine” holds employers responsible for injuries that, for example, employees sustain while changing the temperature or going to the restroom.