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Office Safety Workplace Program
Office Safety
Workplace Program
Texas Department
of Insurance
Provided by
Division of Workers
Compensation
HS04-049A (10-06) 2
Office-Related Illness and Injury
Changes have occurred in the American workplace as
a result of the new offi ce technology and automation
of offi ce equipment. As with all new technology, these
changes bring with it a set of health and safety concerns.
In addition to obvious hazards such as slippery fl oors or
an open fi le drawer, a modern offi ce may also contain
hazards that can include: poor lighting, noise, poorly
designed furniture, and equipment or machines that emit
gases and vapors when not properly maintained. Even
the nature of offi ce work itself has produced numerous
stress-related symptoms and musculoskeletal strains.
For example, long hours at a poorly designed computer
workstation can cause pains in the neck and back, shoul-
ders, lower extremities, arms, wrists, hands, eyestrain,
and a general feeling of tension and irritability. The
leading types of disabling accidents that occur within the
offi ce are falls, strains and over exertions, falling objects,
striking against objects, and being caught in or between
objects.
Falls
Falls are the most common offi ce accident, accounting
for the greatest number of disabling injuries. The dis-
abling injury rate of falls among offi ce workers is 2 to
2.5 times higher than the rate for non-offi ce employees.
A fall occurs when you lose your balance and footing.
One of the most common causes of offi ce falls is trip-
ping over an open desk or fi le drawer. Bending while
seated in an unstable chair and tripping over electrical
cords or wires are other common hazards. Offi ce falls
are frequently caused by using a chair or stack of boxes
in place of a ladder and by slipping on wet fl oors. Loose
carpeting, objects stored in halls or walkways, and inad-
equate lighting are other hazards that invite accidental
falls. Fortunately, all of these fall hazards are prevent-
able. The following items can help stop a fall before it
happens.
Be sure the pathway is clear.
Close drawers completely after every use.
Avoid excessive bending, twisting, and leaning back-
ward while seated.
Secure electrical cords and wires away from walk-
ways.
Always use a stepladder for overhead reaching.
Chairs or boxes should never be used as ladders.
Clean up spills immediately.
Pick up objects left on the fl oor.
Report loose carpeting or damaged fl ooring.
Never carry anything that obscures your vision.
Wear stable shoes with non-slip soles.
If you fi nd yourself heading for a fall, remember - roll,
dont reach. By letting your body crumple and roll, you
are more likely to absorb the impact and momentum of a
fall without injury. Reaching an arm or leg out to break
your fall may result in a broken limb instead.
Strains and Overexertion
Although a typical offi ce job may not involve lifting
large or especially heavy objects, its important to fol low
the principles of safe lifting. Even small, light loads
(i.e., stacks of fi les, boxes of computer paper, books)
can cause injury to your back, neck, or 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, contact
your supervisor or ask another employee to assist you.
Safe Lifting Steps
Take a balanced stance, feet placed shoulder-width
apart. When lifting something from the fl oor, squat
close to the load.
Keep your back in its neutral position. Tuck in your
chin so your head and neck continue the neutral back
line.
Grip the object with your whole hand, rather than
only with your fi ngers. Draw the object close to you,
holding your elbows close to your body to keep the
load and your body weight centered.
Lift by straightening your legs. Let your leg muscles,
not your back muscles, do the work. Tighten your
stomach muscles to help support your back. Maintain
your neutral back position as you lift.
Never twist when lifting. When you must turn with a
load, turn your whole body, feet fi rst.
Never carry a load that blocks your vision.
To set something down, use the same body mechanics
designed for lifting.Lifting from A Seated Position
Bending from a seated position and coming back up
places tremendous strain on your back. Also, your chair
could be unstable and slip out from under you. Instead, 3
stand and move your chair out of the way. Squat and
stand whenever you have to retrieve something from the
fl oor.
Ergonomic Solutions to Backbreaking Tasks
If you are doing a lot of twisting while lifting, try to
rearrange the space to avoid this. People who have to
twist under a load are more likely to suffer back injury.
The following are some solutions to avoid possible back
injuries:
Rotate through tasks so that periods of standing alter-
nate with moving or sitting.
Ask for stools or footrests for stationary jobs.
Store materials at waist level whenever possible in-
stead of on the fl oor.
Make shelves shallower (12-18) so one does not
have to reach forward to lift the object. Break up the
loads so the weight is less and is balanced.
If you must carry a heavy object some distance, con-
sider storing it closer, request a table to rest it on, or
try to use a hand truck or cart to transport it.
Struck By or Striking Objects
Striking against objects is another cause of offi ce inju-
ries. Incidents of this type include:
Bumping into doors, desks, fi le cabinets, and open
drawers.
Bumping into other people while walking.
Striking open fi le drawers while bending down or
straightening up.
Striking against sharp objects such as offi ce ma-
chines, spindle fi les, staples, and pins.
Pay attention to where you are walking at all times, prop-
erly store materials in your work area and never carry
objects that prevent you from seeing ahead of you.
Objects striking employees occur as a result of:
Offi ce supplies sliding from shelves or cabinet tops.
Overbalanced fi le cabinets in which two or more
drawers were opened at the same time or in which the
fi le drawer was pulled out too far.
Machines, such as keyboards or phones that fall on
feet.
Doors that were opened suddenly from the other side.
Proper material storage and use of storage devices can
avoid these accidents.
Caught In or Between Objects
The last category of leading disabling incidents occurs as
a result of offi ce workers who get their fi ngers or articles
of clothing caught in or between objects. Offi ce workers
may be injured as a result of:
Fingers caught in a drawer, door, or window.
Fingers, hair, nametags or articles of clothing or jew-
elry caught in offi ce machines.
Fingers caught under the knife-edge of a paper cutter.
While working on offi ce equipment, concentrate on what
you are doing.
Material Storage
Offi ce materials that are improperly stored can lead to
objects falling on workers, poor visibility, and can create
a fi re hazard. A good housekeeping program will reduce
or eliminate hazards associated with improper storage of
materials. Examples of improper storage include - disor-
ganized piling, piling materials too high, and obstructing
doors, aisles, fi re exits and fi re-fi ghting equipment. The
following are good storage practices:
Boxes, papers, and other materials should not be
stored on top of lockers or fi le cabinets because they
can cause sliding problems.
Boxes and cartons should all be of uniform size in
any pile or stack.
Always stack material in such a way that it will not
fall over.
Store heavy objects on lower shelves and in a way
that you dont have to reach across something else to
retrieve them..
Try to store materials inside cabinets, fi les, and lock-
ers.
Offi ce equipment such as typewriters, index fi les,
lights or calculators should not be placed on the
edges of a desk, fi ling cabinet, or table.
Aisles, corners, and passageways must remain unob-
structed. There should be no stacking of materials in
these areas.
Storage areas should be designated and used only for
that purpose.
Store heavy materials so you do not have to reach
across something to retrieve them.
Fire equipment, extinguishers, fi re door exits, and sprin-
kler heads should remain unobstructed. Materials should
be at least 18 inches away from sprinkler heads.
Workstation Ergonomics
Ergonomics means fi tting the workplace to the workers
by modifying or redesigning the job, workstation, tool or
environment. Workstation design can have a big impact
on offi ce workers health and well-being. There are a
multitude of discomforts that can result from ergonomi- 4
cally incorrect computer workstation setups. The most
common complaints relate to the neck, shoulders, and
back. Others concern the arms and hands and occasional-
ly 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.
Certain common characteristics of video display terminal
(VDT) jobs have been identifi ed and associated with in-
creased risk of musculoskeletal problems. These include:
design of the workstation;
nature of the task;
repetitiveness of the job;
degree of postural constraint;
work pace;
work/rest schedules; and
personal attributes