SECTION V: SAFE WORK PRACTICES

(Understand the Hazards of Your Work Environment)

Information presented is not intended to be comprehensive or all inclusive; contact your supervisor, safety officer, or the Environmental Health and Safety Office, 475-7041, for assistance or further information on any given topic.

OFFICE SAFETY

Did you know that:

· 40,000 disabling injuries occur in offices annually in the United States (source: OSHA)

· 46.5 per cent of all job-related accidents occur in offices (source: Prentice-Hall personnel/labor relations report)

· 200 office-related deaths occur every year (source: OSHA)

While the majority of accidents in office settings are minor, resulting in very little work time loss and few permanent injuries, they still add up to pain and suffering for those involved and we need to take the necessary measures to prevent these accidents from occurring.

The majority of office hazards are not readily obvious, making the average office worker unaware and thus more vulnerable to injury. And, while most office accidents result from human error, they can be prevented.

SLIPS AND FALLS

Slips and falls are the number one cause of office accidents and injuries. To avoid this type of injury:

1. Practice good housekeeping at all times. Even small items such as paper clips or pencils can cause a serious slip and fall.

2. Always keep aisles and walkways clear.

3. If you observe a potential slip and trip hazard, correct it or report it immediately.

4. If you drop it (or even see it) pick it up immediately. If you spill something (or observe a wet floor surface) wipe it up immediately.

5. If you notice loose tile or carpeting, worn stair treads or extremely slippery floor surfaces, report them for correction.

6. Keep file cabinet and desk drawers closed—even when you think, “I’ll be right back!”

7. Keep aisle ways clear at all times. Avoid setting a purse, briefcase or package where someone might trip over them.

8. Keep your wastebasket close to or under your desk.

9. Avoid having extension cords run across walkway areas or any area where they can tangle with your feet and cause a slip and fall.

10. Walk; don’t run.

11. Don’t change direction quickly or stop suddenly.

12. Wear good footwear, avoiding slippery heels and soles.

13. Only carry loads of reasonable size; avoid blocking your view.

14. Be especially alert when using stairs. Always use the hand rail and take one step at a time. Save your conversation for the flat floor surfaces; talking, turning to others while going up or down the stairs can easily result in a fall.

15. If carrying a load up or down the stairs, never allow the load to limit your vision. Try not to load both arms; keep one hand free for the hand rail.

16. If stairway lighting is inadequate, it should be reported.

17. If you have to reach a high shelf or other high area, use a step stool or small ladder. Drawers, boxes, tables and chairs are treacherous, unsafe choices.

ELECTRICAL ACCESSORIES (e.g., cords, receptacles, plugs, wiring, etc.)

1. Do not overload circuits. Never overload electric outlets with too many plugs.

2. Avoid using extension cords, especially to permanently connect a light or appliance. If an extension cord must be used, don't exceed its recommended rating, don't plug two extension cords together, and don't place the cord beneath a rug.

3. Never use light duty, ungrounded extension cords for industrial service; avoid the use of extension cords in place of permanent wiring extensions.

4. Do not use extension cords to operate stationary equipment or other permanent operations.

5. Always insert plugs straight into the receptacle. Disconnect electric cords by pulling on the plug -- not yanking or pulling on the cord.

6. All extension cords for tools and appliances must be three-wire parallel ground with grounding lug plugs. Never remove a ground connection (e.g., never snap off the grounding prong to make the plug fit a two-prong receptacle -- take the time to get an adapter plug).

7. Route cords away from traffic areas (otherwise, they may cause both a tripping hazard and a fire hazard!).

AVOIDING BACK INJURIES IN THE OFFICE SETTING

The number one rule here is practice proper lifting techniques (refer to Section VII, Safe Work Practices, Back Injury Prevention of this document ) and, if you need help in moving a heavy item, whether it is a box of paper or a piece of furniture—get that help before proceeding!

CHAIR SAFETY

Surprisingly, sitting in a chair properly requires a degree of skill that is often overlooked and under-rated. All too many injuries are caused by “missed” chairs, rolling chairs, etc. To avoid this danger, don’t sit on the edge of the seat. Rather, get in the habit of placing your hands behind you to make sure the chair is in place. Better yet, face the chair, grasp the arms or the seat with your hand, then lower yourself into the chair. The second danger your chair presents can occur when you tilt back in a straight chair or lean back excessively in a swivel chair. And never use a chair as a step stool or ladder (especially if the chair is on casters!). To summarize, use common sense and treat even the common chair with respect!

COMPUTER OPERATORS: RECOMMENDED WORK PRACTICES

Personal computers have become indispensable in all aspects of college operations, and provide an incredible opportunity for personnel to achieve much greater levels of productivity, as well as higher levels of professionalism in the appearance of work output. In fact, computers have radically changed the very nature of how we perform many of our daily tasks. Many college personnel now spend a much greater proportion of their professional time actively using their P.C.'s. Unfortunately, some of these individuals are also experiencing repetitive motion injuries and cumulative stress arising from computer usage.

This material was developed to share important information intended to eliminate the potential for these types of injuries and/or cumulative stresses. Redesign of a computer workstation and specific job tasks, coupled with greater personal awareness, use of assistive devices, and the practice of simple stretching and exercise routines can successfully eliminate many problem areas.

Off-work activities involving similar repetitive motions may also contribute to chronic discomfort. Solutions to these problems may require modifications in those pursuits, as well.

Many computer usage problems are associated with inadequate design and/or arrangement of workstations, which do not provide proper support and proportions. This self-help document focuses on low-cost modifications and simple adjustments which will alleviate many potential problems associated with heavy computer usage. If serious workstation problems exist, you should contact the Environmental Health and Safety Office, 533-8623, for evaluation and recommendations.

WORKSTATION DESIGN FACTORS

Ergonomics is a branch of engineering which studies how people work with their tools, furniture and equipment, with the goal of planning, adapting and adjusting equipment and tasks so workers are more comfortable and efficient. An ideal computer workstation, ergonomically speaking, is one that provides the greatest comfort and safety for its operator. The key to achieving this ideal is to make certain your body is always supported in a relaxed, natural position when using your computer and ensuring that your activities do not force you into awkward, stressful positions. The workstation should be arranged according to your pattern of movement, with working materials easily accessible to avoid overreaching and repetitive stretching.

Points to remember:

1. adjustable furniture and chair

2. maintain approximately 90 degree angle in elbows

3. feet flat on floor or footrest for good stability

4. top of monitor about 20º below eye level (proper head/neck position)

5. padded wrist rest to reduce arm/shoulder discomfort and stress

6. keyboard at elbow height with a slight incline

7. keep wrists straight and aligned with forearm, arms close to body when typing

8. hard copy holder close to monitor to allow proper neck posture and reduce eye motions

9. avoid twisted positions which strain muscles/ligaments in lower back and neck

10. allow adequate leg room under workstation for stretching and periodic position changes

TECHNIQUES TO REDUCE STRESS AND FATIGUE FROM PROLONGED COMPUTER USAGE

Take a 15 minute alternate work break for every two hours you spend on the computer. Whenever possible vary your work activities throughout the day. Changing activities allows both your eyes and other body muscle groups to relax and stretch, reducing chronic strain.

EYE FATIGUE

The nature of the close work on video display terminals (VDTs) can contribute to general eye strain, dry eyes, tearing, blurred vision and temporary soreness for some people. Although it is generally not possible to eliminate all eye discomfort, simple changes in workstation setup will significantly reduce symptoms.

Blink rate: The human eye cleanses and refreshes itself automatically many times per minute. However, staring and concentrating at a bright VDT monitor causes your eye's blink rate to slow down significantly, contributing to dryness of the corneal surface and resulting in "tired" eyes that are irritated, red and itchy.

Muscle exhaustion: Simple muscle exhaustion also contributes to eye fatigue. Small muscles in the eye are responsible for changing the shape of its lens to permit close viewing. Unless there is a conscious effort to relax the eyes, these muscles build up lactic acid, fatigue and become sore.

Remedies:

1. Give your eyes a break! Take frequent breaks away from the computer to allow your eyes to fully relax and refresh themselves. Periodically gaze across the room or out a window to allow eye muscles to relax and receive freshly oxygenated blood, thus removing lactic acid. When allowed brief periods of rest, the eyes will usually recover very quickly. For every 20 minutes on the computer, take a minute to do one or more of the eye relaxation techniques described in the section of this document which follows, entitled “Exercise and Relaxation Techniques for Computer Operators."

2. Monitor the monitor! Adjust your computer monitor for maximum personal comfort. Maximum contrast and minimum brightness usually produce the least eye strain. If characters on the screen appear to be fuzzy or out of focus, verify with a co-worker that it isn't just your eyes. Monitors sometimes lose their character crispness or clarity due to technical problems, requiring professional repair for correction.

3. Keep current with eye exams! Eye fatigue may be your body's signal that your vision needs to be checked by your health care provider. If you wear bifocals, you may be among those who experience trouble in comfortably reading text flowing across the screen because of the graduated layers on the bifocal lens. Ask your health care provider about the glasses designed for computer use which have a prescriptive formula which is specific for the routine distances associated with computer entry.

4. Take a stand! Copy stands, in a wide variety of styles, are available to allow placement of the source document at the same height as your monitor. This allows the eyes to more easily scan back and forth at the same focal distance and reduces unnecessary repetitive motion that contributes to fatigue.

5. Lighting "do's" and "don'ts." Avoid excessive glare caused by extraneous light striking the computer screen. To avoid both strong back-lighting conditions and excessive natural glare on the screen, place your screen parallel to any nearby windows. Also, use the monitor's pivotal base to tilt or swivel the screen to the best angle for glare reduction. If purchasing a new monitor, request a matte finish surface on the screen to minimize light reflections. Glare shields are another option; their tinted surface tends to diffuse light striking the screen, rather than reflecting it back. If your workstation has a bright light above it, place a cardboard hood over the monitor to shade the screen surface (but be careful not to block monitor ventilation openings).

NECK FATIGUE

The average adult's head weighs about 12 pounds, and is about the same size and weight as a bowling ball. When kept balanced directly over your shoulders throughout the workday, strong neck muscles easily adjust and support this weight. However, when the head tilts forward or backward too far, muscles become over stretched and/or contracted, often causing soreness, cramping and fatigue.

Remedies:

1. Correct monitor height is essential. The top of the screen should be approximately 20º below eye level, allowing your head to remain in an upright, balanced position. (Possible exception: if you wear bifocals, a lower monitor will help accommodate your need to peer through the lower portion of your lens without having to tilt your head backward.) The monitor can be raised by placing the central processing unit (CPU) under it; by using an old telephone book; or by placing it on a robotic, cantilevered platform which mounts to the side of the desk or other foundation.

2. Keep it straight: Sit directly in front of your monitor and keyboard to avoid twisting motions in the neck muscles.

FATIGUE TO HANDS, WRISTS, AND ARMS

A person using a computer steadily for eight hours may make as many as 80,000 separate finger and hand movements during a work day. Marvelous as it is, the human body is not intended to perform like a machine and this type of steady stress can result in muscles, ligaments and tendons which are exhausted, irritated and more prone to possible injuries.

Remedies:

1. Practice alternate work breaks, interspersed throughout your workday and routinely engage in stretching and relaxation exercises that can be performed while sitting at your computer.

2. Maintain a straight line through your wrist. This may require the use of a wrist rest or even a small rolled towel.

3. Avoid unnecessary flexing in the wrist during keying activities. Extend your fingers straight out from the hand. Strike keys lightly when typing.

4. When using a mouse, move it by using the entire hand/wrist, fixed in a straight line. The mouse should be located at the same distance and height as your keyboard. A wrist rest can provide needed support.

5. Your keyboard should rest on a flat, hard surface.

6. Maintain a 90-110º angle through the elbow. Hold your arms in close to your body or if available, rest them on the arms of your chair. Keep your upper shoulders relaxed.

BACK FATIGUE

Of the three positions most of us assume during a 24-hour day (standing, sitting and lying down), sitting is the most stressful. The human body is not designed to hold itself comfortably in a sedentary, seated position for extended periods.

Because computers allow us to perform all input, retrieval and data storage functions without ever leaving our chairs, we too often find ourselves maintaining a stressful seated position far too long.

Remedies:

1. Use those "coffee breaks" to good purpose! Walk around, stretch and exercise to increase your metabolism, get your blood circulating more quickly, and get some mental refreshment as well. This break in routine is exactly what your body needs to flush away the cumulative stress that too often plagues computer operators.

2. Avoid twisted positions which strain muscles and ligaments in your lower back and neck area. Sit directly in front of your monitor. But change your posture from time to time, stretching and looking away from the screen.

3. Use a well-designed chair which supports your spine's natural curvature. Sit upright in the chair with your lower back area "snugged" into the curved back cushion. If additional support is needed, try placing a small rolled towel between the chair and your lower back.

4. If needed, use a foot rest to raise your knees level with your hips.

EXERCISES AND RELAXATION TECHNIQUES FOR COMPUTER OPERATORS

CAUTION: Before starting any stretching or exercise program, you should consult your personal health care professional if you have had any recent surgery, muscle or joint problem. Only stretches that feel good to you should be held. Do not over-stretch. Do not exercise or stretch to the point of pain.

EYES (practice some of these techniques about one minute for every 20 you spend at the screen)

1. Blink and yawn a lot.

2. Look up at something far away, at least 20 feet, then something close, and back and forth; then to one side and back and to the other side and back.

3. Roll your eyes completely around, first one direction and then the other.

4. "Palming": Form shallow cups with the palms of your hands, place them lightly over your closed eyes, relax for one minute.

5. Hold the palms of your hands near the bottom of your eye sockets and press gently for one to two minutes, continuing deep breathing.

6. With feet flat on the floor and shoulders relaxed, take a deep breath and hold to the count of five, then blow out slowly, being sure there is no tension in your shoulders.

7. Raise your eyebrows and open your eyes as wide as possible, simultaneously opening your mouth to stretch muscles around your noise and chin. (Check with your dentist before doing this stretch if you hear clicking or popping noises when opening your mouth.)

HANDS (practice some of these techniques a few minutes for every two hours you spend at the screen)

1. With your left elbow resting on a table, slowly pull your left hand back (toward your forearm) with your right hand. Hold for five seconds, then repeat on the opposite side.

2. Hold your arms out in front of you and fan your fingers as wide apart as possible. Hold for five seconds. Relax your hands, then repeat the sequence five times.

3. Bend your fingers at the knuckles and hold for five seconds. Relax and repeat sequence five times.

4. Wrist circles: Rotate both wrists five times in each direction (as if you were drawing circles with your fingertips).

NECK, SHOULDERS, UPPER BACK (practice some of these techniques a few minutes for every two hours you spend at the screen)

1. Looking straight ahead, drop your head to one side, as though trying to touch your ear to your shoulder. Hold for 15 seconds; then repeat on the opposite side.

2. Raise the top of your shoulders toward your ears until you feel slight tension in your neck and shoulders. Hold position for five seconds, then relax shoulders to normal position. Repeat one more time.

3. Interlace fingers behind your head, keeping elbows straight out to the side and your upper body aligned. Pull your shoulder blades toward each other and hold in state of mild tension for five seconds, then relax.

4. Cross your arms in front of you and try to touch your right fingertips to your left shoulder blade. Hold 15 seconds; repeat sequence five times. Switch sides and repeat.

5. Begin with head in a comfortable, well aligned position and slowly tilt your head to the side; hold for five seconds but do not over-stretch. Repeat on opposite side.

6. Gently tilt your head forward to stretch the back of the neck.

7. Interlace your fingers and straighten your arms out in front of you with palms facing away. Hold five seconds, then relax. Now interlace your fingers, turning palms outward, and straighten your arms above your head. Hold five seconds, then relax.

8. Shoulder shrug: Roll your shoulders back toward your ears and make a complete circle. Repeat five times.

LOWER BACK AND LEGS (practice some of these techniques a few minutes for every two hours you spend at the screen)

1. In sitting position with legs extended in front of your, sit up straight, tucking your chin as you slowly drop your upper body so your torso is resting on your knees. Hold for 15 seconds. To sit up, push up on your knees.

2. Sitting straight, with your back well supported, lift both legs out in front of you. Hold for five seconds; relax and repeat the sequence two times.

EYE SAFETY IN THE OFFICE SETTING

Generally, little eye protection is needed in the office setting, beyond the natural protection of eyelids and the bony framework surrounding your eye. However, the following general rules should still be observed:

1. Pour fluids slowly and keep them in tight containers to avoid having the liquid splash up and into the eyes.

2. Avoid rubbing your eyes if you have chemicals on your hands (even carbon paper) to prevent eye irritation.

3. Look where your head is going, as well as your hand, to avoid poking your eye with a pencil or the edge of a cabinet when reaching for an object.

4. Have your eyes examined if you have a persistent eye problem.

5. If you use a computer, follow the guidelines outlined in the section of this document entitled “Office Safety, Computer Operators: Recommended Work Practices.”