Workplace Safety & Records Management ARMA Terra Nova Chapter Biennial Conference and Trade Show Brenda Neary Records Controller Hibernia Management and Development Company October 31, 2007

Why is Safety Important? Family Friends Home Life Extra Curricular Activities

Reasons Injuries Happen Improper Equipment Rushing Complacency Lack of Training Improper Techniques Over Enthusiasm

Office Environment Injuries Repetitive Strain Eye Strain Muscle Strain

What we will cover Filing Supplies Equipment Techniques

Filing Supplies File Folders Binders Hole Punches Acco Fasteners

Filing Units (File Cabinet) Use Proper Ladder Pull drawer out then position ladder Avoid heavy file folders

Filing Units (Mobile Unit) Use proper ladder Never remove files above the shoulder Shelf dividers are safely locked in place or stored flat on bottom shelf Use safety locks Is there anyone in the unit?

Stepladders Match ladder to its intended purpose Is the ladder Mobile?

Ladder Safety Tips Fully open and spreaders locked Firm level surface Three points of contact Never stretch to reach Ascend and descend free of obstacles

Fashion vs. Safety Clothing does not impede your safety Proper footwear Necktie

Archiving Right carton for the record Quality of carton Handles Do not over or under pack cartons Do not archive hanging file folders Distribute weight evenly

Binders Binders Binders DO NOT  lay them flat with other binders on top  place cartons with spines facing up DO  place standing straight up with spines alternating

Tracking Carton Safety Carton Label  Rating 1-Excellent 2-Good 3-Satisfactory 4-Fair 5-Poor  Date  Comments

Carton Safety

Lifting Safely Preparing for the lift  Size up the cart  Get help if it’s heavy  Survey your route  Move it once Making the Lift  Keep your mind on the job and your spine is in a neutral posture  Move as Close to the carton as you can  With feet shoulder width apart put one foot in front of the other  Bending at the hip lean over your forward leg  Keep you spine curved and let your legs do the lifting

Strapping on Cartons Use heavy duty scissors Lift carton slightly to free strapping Secure waste strapping

Storing Cartons Safely in IM Center Ensure shelving units are adequate Use trolley to transport cartons to working area

Customers Using Your Center Customer must adhere to protocols on:  Collating information  Archiving methods  Safety

Housekeeping Items Clean your center and storage areas Novelty items may be more dangerous than useful Always close utility knife No loose items on open shelving

HAVE A SAFE AND HAPPY HALLOWEEN HAVE A SAFE AND HAPPY HALLOWEEN