1. UWC GENERAL OFFICE SAFETY TRAINING

2. INTRODUCTION
There is a common believe that an office environment provides a safe place in which to work.
But many hazards exist that provide injuries and health problems among office workers.
Modern offices are different from those of 20 years ago and due to automation and new office technology office workers are faced with even more hazards.

3. OBJECTIVE At the end of this course you should be able to:
Conducted by: Frontline Safety Health and Environment
At the end of this course you should be able to:
Identify most common safety hazards in your office
Apply daily Health and Safety Principals into your work activities

4. DEFINITIONS
Danger - anything which may cause injury or damage to persons or property.
Employee - any person who is employed by or works for an employer and who receives, or is entitled to receive remuneration or who works under the direction or supervision of an employer or any other person.
Employer - any person who employs or provides work for any other person and remunerates that person or undertakes to remunerate him, but excludes a labour broker.
Hazard - a source of or exposure to danger
Health & Safety - a committee established under section 19.
Committee
Health & Safety – any article or part thereof which is manufactured, provided or Equipment installed in the interest of the health & safety of any persons .

5. Risk - the probability that injury or damage will occur
DEFINITIONS (continued)
Health & Safety – a person designated in terms of Section 17(1)
Representative
Major incident - an occurrence of catastrophic proportions, resulting from the use of plant or machinery or from activities at a workplace.
Mandatary - includes an agent, a contractor or sub-contractor for work, without derogating from his status as an employer.
Plant - includes fixtures, fittings, implements, equipment, tools and
appliances, and anything which is used for any purpose in connection with such plant.
Premises - includes any building, vehicle, vessel, train or aircraft.
Risk - the probability that injury or damage will occur
Safe - means free of any hazard
Substance - any solid, liquid, vapour, gas or aerosol, or a combination thereof
Workplace - any premises or place where a person performs work.

6. STATUTORY REQUIREMENTS
Let us look at the difference between the purpose of the
Occupational Health and Safety Act (Act 85 of 1993)
and that of the
Compensation for Occupational Injuries and Diseases Act (Act 130 of 1993).
The main differences are:

7. OCCUPATIONAL HEALTH & SAFETY ACT
LEGISLATION
OCCUPATIONAL HEALTH & SAFETY ACT
(ACT 85 OF 1993)
PURPOSE OF THE ACT
“To provide for the health & safety of persons at work and for the health & safety of persons in connection with the use of plant and machinery;
the protection of persons other than persons at work against hazards to health & safety arising out of or in connection with the activities of persons at work,”

8. GENERAL DUTIES OF EMPLOYERS TO THEIR EMPLOYEES
Section 8:
Every employer shall:
Provide and maintain a working environment that is safe and without risk to the health of his employees.

9. Provide and maintain
Systems of work, plant and machinery that is safe and without risk to health;
Take steps to:
Eliminate or mitigate hazards or potential hazards before resorting to personal protective equipment.
Make arrangements to ensure:
The safety / absence of risk to health in connection with production, processing, use, handling, storage or transport of articles or substances;
Establish:
What hazards are attached to work performed, any article or substance produced, processed, used, handled, stored or transported and any plant or machinery which is used and what precautionary measures should be taken in order to protect the health and safety of persons and provide the necessary means to apply such measures;
Provide
Such information, instruction and supervision to ensure the health & safety at work of his employees.

10. Such measures as may be necessary in the interest of health & safety;
Not permit:
any employee to do work, produce, progress, use, handle, store or transport any article or substance or to operate any plant or machinery unless precautionary measures are taken.
Ensure:
That the requirements of this Act are complied with by every person in his employment;
Enforce
Such measures as may be necessary in the interest of health & safety;
That work is performed under the supervision of a person trained to understand the hazards associated with it, and who has the authority to ensure that precautionary measures taken by the employer are implemented.
Inform:
Employees regarding the scope of their authority

11. GENERAL DUTIES OF EMPLOYEES AT WORK
SECTION 14
Every employee while at work shall:
Take reasonable care:
Of himself and of other persons who may be affected by his acts or omissions;
Co-operate
As regards any duty or requirement imposed on his employer or any other person by this Act to enable that duty or requirement to be performed or complied with;
Carry-out
Any lawful order given out to him; and
Obey:
The health and safety rules and procedures laid down by his employer or by anyone authorised thereto by his employer, in the interest of health & safety;

12. SECTION 14 (continued) Report:
Any situation which is unsafe or unhealthy to his employer or to the health & safety representative for his workplace or section thereof, as the case may be, who shall report it to his employer; and
Report
If he is involved in any incident which may be affected his health or which has caused an injury to himself, to his employer or to anyone authorised thereto by the employer, or to his health & safety representative, as soon as practical but not later than the end of the particular shift during which the incident occurred, unless circumstances were such that it was not possible, in which case he shall report the incident as soon as possible thereafter.

13. Strains and Overexertion Struck By or Striking Objects
It is estimated that office workers sustain 76, 000 fractures, dislocations, sprains and confusions annually
The leading types of incidents are caused by:-
Falls, Slips and Trips
Strains and Overexertion
Struck By or Striking Objects
Caught In or Between Objects
Material Storage/ chemical substances
Workstation Ergonomics
Indoor Air Quality
Lighting
Noise
Office Electrical equipment
Office Fires
Bad Housekeeping

15. CAUSES AND CONSEQUENCES OF INCIDENTS UNSAFE PERSONAL BEHAVIOUR (ACTS)
Unsafe behaviour is anything that a person does, or anything that he/she fails to do, that contributed to the incident. [Irresponsible behaviour]

16. FIRE HAZARDS Controls are:
Materials must not be stored on top of cabinets
Heavy materials must be stored at the bottom of cabinets (Eliminating top heavy causing toppling when opening and severe injuries)
Materials must not be stored in aisles, corners and passage ways.
Fire extinguishers must not be obstructed
Flammables and Combustibles must be properly stored
Ergonomic design will reduce back injuries

17. FIRE HAZARDS
Fire hazards found in offices consist of furniture, rugs fibres which can ignite emit toxic fumes.
Controls to reduce office fire hazards
Stores records / papers in fire resistant valid
Use flame / resistant materials
Prohibit smoking
Mounted and easily accessible
Handling and Storage hazards
Improper lighting can cause musculoskeletal problems such as sprains, strains, inflamed joints
Poor storage practices lead to objects falling, poor visibility & fires.

18. Unsafe / Unhealthy Environment:
Walkways, Emergency Exits, Fire Fighting Equipment clear of obstructions
In case of an emergency, it is important that the above be kept clear of any obstruction at all times. Fire fighting equipment should always be clearly accessible should it be needed in the event of a fire.
Unsafe / Unhealthy Environment:
Poor housekeeping standards, stacking and storage practices have been identified as the causes of some accidents. Exposure to unsafe atmospheric conditions (eg. The presence of dangerous gases, fumes and vapours emitted by the process of materials) could result in serious consequences. Conditions such as this, as well as extreme temperatures, poor lighting, slippery surfaces, loose floor tiles sudden changes in floor levels should be reported immediately.

19. Common Health and Safety Hazards
Ventilation:
Natural agents eg, Co.
Chemicals eg. Cleaning agents, cigarette smoke
Ventilation systems need to be adequate to provide comfortable temperature
If a printing machine is present it may need to be ventilated to the outside to expel particulates and gases away from the employees.
Office machines must be maintained.

20. Ventilation: Natural agents eg, Co.
Chemicals eg. Cleaning agents, cigarette smoke
Ventilation systems need to be adequate to provide comfortable temperature
If a printing machine is present it may need to be ventilated to the outside to expel particulates and gases away from the employees.
Office machines must be maintained.

22. Lighting Common Health and Safety Hazards Lighting
Lighting problems caused
Glare
Shadows
Visual problems eg. Eyestrain, fatigue, double vision etc
Poor lighting also contributes towards accidents

23. Lighting Controls are: Regular maintenance of lighting systems
Light coloured walls & floors
Shades / Blinds on windows
In directing Lighting

24. Noise Office workers are subject to:-
Computer station Noise – Printers
Telephones
Human Voices
Noise procedures Tension and Stress as well as Damage to Hearing

25. Noise Controls are Move Noise machines to an enclosed area
Adjust Ring Tones of Phones
Re-Route traffic to avoid flow through work areas

26. Physical Layout and Housekeeping
Poor design and layout leads to crowding, leak of privacy, slips, trips and falls
The following must be considered during an office layout.
Minimum of in between desks and at least 2m² per employee.
Telephone cords and leads to be kept out of aisles
Group employees who use the same machines / printers
Machine must not be placed on desk / table edges
Carpets must be Inspected regularly, faulty ones replaced / repaired
Re-down computer and telephone wires.

27. Emergency Exits
Emergency exits must not be blocked as they can cause entrapment, block to escape of employees during emergencies causing.
Controls to ensure proper Access
All exits must be at least 900mm wide
At least 2(two) exits must be provided
Emergency exits must be clearly marked, and free of any obstructions and adequately
Office employees must be aware of the position of emergency exits and trained in evacuation procedures.

28. ELECTRIC EQUIPMENT
Electric accidents usually occur as a result of faulty equipment or defective equipment, unsafe installation or misuse of equipment.
Controls
Equipment must be properly grounded to prevent shock
Circuits must not be overloaded
Avoid using poor maintenance equipment
Cords must not be dragged over nails, hooks or sharp objects
Machines must be disconnected before cleaning or adjusting…………..generally the must be locked out.

29. OFFICE FURNITURE
Defective Furniture or misuse of chair or filing cabinets by office workers can lead to serious injuries.
CONTROLS
Do not lean back in a chair with your feet in the Air
Do not ride across the floor while sitting in your chair
Do not stand on a chair using it as a ladder.
Chairs must be properly inspected for missing casters, shaky legs, and loose parts
Do not locate filing cabinets close to door ways or in aisles
Use drawer handles to open an close file drawers (Pinched Fingers)

30. OFFICE MACHINERY
Machines with rotating parts cause lacerations abrasions, fractures and amputation if not properly guarded.
Fans blades must be guarded and they should have a fire base

31. OFFICETOOLS
Misuse of office tools such as pens, pencils, paper, letter openers, scissors and staplers can cause cuts, punctures and related infections Injuries can be prevented
Paper cutters – Keep Blade closed when not in use – Guard
Staplers – Use a stapler remover to remove staplers.
Pencils, pens, scissors etc- store sharp objects in a drawer or with point down & never hand someone a sharp object point first.

32. PHOTOCOPYING MACHINES
Potential Health Hazards associated with Photo copying machines are:-
Toxic Chemicals
Excessive Noise
Intense Light
Photocopiers can also be a sours of indoor Air Pollution when used in offices that are not Ventilated

33. Controls to reduce the Hazards
Keep the Document cover closed
Reduce Noise Exposure by isolating the machine
Place the machine in well ventilated rooms
Have the machines serviced regularly
Avoid skin contact with the toner
Clean all spills and dispose of waste properly.

34. COMPUTERS (VDT’S) Health Hazards related to VDT’s are : Radiation
Noise
Eye irritation
Low back. Neck and shoulder pain
Stress
CONTROLS
VDT’s should be spaced to avoid noise annually ergonomic surveys should be conducted to ensure the keyboard position, document holder, screen, characters and colour is correct.

35. Results of incident
Loss of time
Loss of money
Loss of limb
Loss of life
Loss of production

36. OTHER INFORMATION
Safety in the office is critical; hence it recommended that simple procedures be followed.

37. OFFICE SAFEY QUIZ
Has illness and injury among workers increased because of the design of safer equipment.
True
False
Potential health hazards associated with photocopying machines include toxic chemicals excessive noise an intense light
Studies have shown the radiations from computers are not dangerous

38. SUMMARY First aid We discussed: Leading type of disabling accidents
Common office safety and health hazards:
Ventilation Electrical Equipment
Illumination Office furniture
Noise Office Machinery
House Keeping Ladders
Emergency Exits Office Tools
Fire Hazards Photo Copiers
Storage & Handling Computers (VDT’s)
First aid