Occupation Health and Safety Program OFFICE SAFETY

Course Description Hazards and Accident Prevention Associated With Offices And Administrative Work Areas

Getting Credit and Certificate To get full credit and certificate for this class, the class facilitator should do the following: *Present the Power Point Presentation and have all students study any handouts. *Enter the appropriate information into the facility’s training records. *Send the following information by e-mail to the Cabinet’s Safety Coordinator for each student in the class: -name, -work address, -work title, -name of class, -date of class. Safety Coordinator-Richard T. Owen at Richard.Owen@ky.gov The certificates will be returned to the class facilitator for distribution.

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

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

Introduction Today’s modern offices are substantially different from the office environment of 20 years ago. Sweeping changes have occurred in the workplace as a result of new office technology and automation of office equipment.

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

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

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

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

Common Office Safety and Health Hazards Ventilation Illumination Noise Physical Layout Housekeeping Exits Fire Hazards

Common Office Safety and Health Hazards Handling and Storage Hazards Electrical Equipment Office Furniture Ladders, Stands, and Stools Office Tools Photocopying Machines Computer Display Terminals

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

Physical Layout and Housekeeping Poor design and/or housekeeping can lead to crowding, slips, trips, and falls. The following are important factors related to office layout and orderliness.

Physical Layout and Housekeeping Provide at least 3 feet distance between desks and at least 50 square feet per employee. Keep telephone and electrical cords out of aisles. Office machines should be kept away from edges of desks and tables.

Physical Layout and Housekeeping Conduct regular inspection, repair, and replacement of faulty carpets. Place mats inside building entrances. Maintain proper placement of electrical, telephone, and computer wires.

Slips, Trips and Falls Do not allow cords and cables to create tripping hazards. Clean up spills quickly. Do not bock passageways. Keep office areas clean. Keep stacking and storage areas orderly.

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

Stairs Do not become distracted on stairs. Take one step at a time. Don’t load arms so full of materials that you can not see. Keep one hand on the handrail. Don’t congregate on stairs or landings. Keep stairs lighted.

Handling and Storage Improper lifting can cause musculoskeletal disorders such as sprains, strains, and inflamed joints. Office materials that are improperly stored can lead to hazards such as falling objects, poor visibility, and fires.

Handling and Storage Hazards Controls Do not store materials on top of cabinets. Store heavy objects on lower shelves. Store and stack materials neatly. Materials should be stored inside cabinets, files or on shelving whenever possible. Do not store materials in aisles, corners or passageways.

Handling and Storage Hazards Controls Fire equipment should remain unobstructed. Flammable and combustible materials must be identified and properly stored.

Handling and Storage Hazards Controls Material Safety Data Sheets must be provided for each hazardous chemical identified.

Office Furniture Chairs should be properly designed and regularly inspected for missing casters, shaky legs, and loose parts. Do not lean back in a chair with you feet on a desk. Do not scoot across the floor while sitting on a chair.

Office Furniture 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.

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

Office Tools Paper Cutters-Keep blade closed when not in use. A guard should be provided and fingers should be kept clear. Staplers-Always use a staple remover. Never test a jammed stapler with your thumb.

Office Tools Pencils, pens, scissors, etc.-Store sharp objects in a drawer or with the point down. Never hand someone a sharp object point first.

Office Machinery Machines with ingoing nip points or rotating parts can cause lacerations, abrasions, fractures, and amputations if not adequately guarded. Machines such as electric hole punches and paper shredders with hazardous moving parts must be guarded so that office employees cannot contact the moving parts.

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

Photocopying Machines Potential health hazards associated with photocopying machines include: *Toxic Chemicals *Excessive Noise *Intense Light

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

Photocopying Machines Use the following controls to reduce hazards: Keep the document cover closed, Reduce noise exposure by isolating the machine, Place machines in well ventilated rooms away from workers’ desks,

Photocopying Machines Have machines services routinely to prevent chemical emissions, Avoid skin contact with photocopying chemicals, and Clean all spills and dispose of waste properly.

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

Exits All exits must be a least 28 inches wide. Generally two exits should be provided. Exits and access to exits must be marked. Means of exit, including stairways used for emergency exit, should be free of obstructions with adequate lighting. Employees must be aware of exits and trained in evacuation.

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

Fire Hazards Store unused records/papers in fire resistant files. Use flame retardant materials. Smoke only in designated areas and use proper ash disposal equipment. Fire extinguishers and alarms should be conspicuously placed and accessible.

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

Electrical Hazards Equipment must be properly grounded to prevent shock injuries. A sufficient number of outlets will prevent circuit overloading. Avoid the use of poorly maintained or non-approved equipment. Cords should not be dragged over nails, hooks or other sharp objects.

Electrical Hazards Receptacles should be installed and electric equipment maintained so that no live parts are exposed. Machines should be disconnected before cleaning or adjusting. Generally, machines and equipment should be locked or tagged out during maintenance.

Electrical Hazards No unauthorized person may work on an electrical appliance or circuit. Do not over load sockets. If a machine or an electrical cable becomes warm to the touch, it must be disconnected and reported without delay. Electrical cable and cords should not be run beneath carpeting or span walkways. Do not let paper or flammable items near or touching outlets and plugs.

Electrical Hazards Do not use taped joints to connect cables since they don’t have sufficient insulation or protection from liquids. Get plugs and cords repaired as needed. Look out for: Physical damage to plugs and cables and Insecure connections and outlets. Keep all plugs and outlets clean from dirt, dust, etc.

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

Office indoor air quality problems that can cause health problems include: Natural agents e.g. carbon monoxide, micro-organisms, radon, etc. Synthetic chemicals e.g. formaldehyde, cleaning fluids, cigarette smoke, asbestos, etc.

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

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

Indoor Air Quality Office machines and ventilation system components should be checked and maintained on a regular basis.

Office Noise Hazards In an office, employees can be subjected to many noise sources such as: High speed printers, Telephones, Human voices.

Office Noise Hazards Noise can produce tension and stress, as well as, damage to hearing. Some of the numerous measures available to control unwanted noise include the following: Place noisy machines in an enclosed space. Use carpeting, draperies, and acoustical ceiling tiles to muffle noise.

Adjust telephone volume to it lowest level. Office Noise Hazards Adjust telephone volume to it lowest level. Rearrange traffic routes within the office to reduce traffic within and between work areas.

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

Illumination Controls to prevent poor lighting conditions include: Regular maintenance of the lighting system. Light colored dull finish on wall, ceilings, and floors to reduce glare. Adjustable shades on windows. Indirect lighting.

Ladders, Stands, and Stools Improper use of ladders, ladder stands, and stools can lead to falls. Employees should always face the ladder when climbing up or down. Ladders and stools should be inspected regularly to ensure they are in good condition. The top of a ladder should not be used as a step.

Ladders, Stands, and Stools Ladders must only be use when they are fully open and the spreaders are locked.

YOU ARE FOR YOUR OWN SAFETY RESPONSIBLE FOR YOUR OWN SAFETY

WATCH OUT FOR UNSAFE CONDITIONS REPORT THEM

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

Thank You For Your Attendance For additional assistance contact: Richard T. Owen Education Cabinet Safety Coordinator 601 East Main Street Frankfort, Kentucky 40601 502-564-7346 Richard.Owen@ky.gov