15 Office Safety

OFFICE SAFETY

Safety And Health Officer

Certificate Course

OBJECTIVES

At the end of this session, course participants

will be able :

• To list 4 categories of hazards in office

• To list at least 7 safety and health measures

in office


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SCOPE

• Hazards in the office

• Accident and illness

• Office Safety and Health measures

• Statutory provisions

• Conclusion


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INTRODUCTION

• The office is usually assumed as a safe workplace,

which does not pose any risks to worker occupational

safety and health.

• However, similar to other places of work, the office is

not exempted from physical, biological, chemical and

ergonomics and psychosocial hazards.

• The presence of these hazards can cause the

occurrences of accidents such as falling, crushing,

collision and other problems such as musculoskeletal

diseases and eye fatigue


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HAZARDS IN THE OFFICE

Hazards that exist in the office are as

follows:

• Physical

• Chemical

• Biological

• Ergonomic

• Psychosocial


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Physical

• Electrical

• Tools/machinery

• Ventilation

• Lighting

• Radiation

• Temperature

• Fire


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Chemical

• Dust-from new furniture, carpets

• Gas and vapors from :

solvents

production of ozone by photocopier

machines and laser printers

new furniture (formaldehyde)

cigarette smoke


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Biological

• From the air conditioning system

• Bacteria/virus [waste food, domestic pests

(mice)]

Ergonomic

• Physical strain

• Mental stress

• Use of tools such as computers, tables, chairs

and inappropriately designated equipment

• Lifting of loads (ex: carrying files, boxes)

• Washing and cleaning of the floor


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Psychosocial

• Mental stress

• Interpersonal relationship


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ACCIDENTS AND ILLNESSES

1) Falling from height – while arranging or removing a file

from a high rack

2) Falling from the same level – slipping or tripping over

obstruction such as electrical wires or damaged

carpets on the floor

3) Fire – short circuits, cigarette butts

4) Kicking objects in working pathways – open cabinet

drawer, box on the floor

5) Contact with hot surface or electric current – exposed

wire

6) Exposure to chemical substances – glue, solvent


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7) Exposure to radiation – ultraviolet, excessive

sunlight and video display unit

8) Contact with sharp objects – knife, scissor,

paper cutter

9) Repetitive strain injuries – using computers,

lifting weights either manually or using

equipment (trolley)

10) Biological problems – sick building syndrome,

virus, bacteria, animal or insect pests

(cockroach, rats), plant, live decorations

11) Problems with senses – sight (glare), smell,

hearing (deafness), vibration


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OFFICE SAFETY AND HEALTH MEASURES

Among the steps that may be taken by employers to avoid

the occurrences of accidents and the threat of illness due

to presence of hazards at the workplace are as follows :

a) Formulate a written safety and health policy

b) Establish a safety and health committee that includes

representatives of both management and staff

c) Train employees in aspects of occupational safety and

health (ex: fire drill, manual lifting of weights)

d) Prepare an occupational safety and health guidebook

for staff


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e) Prepare and enforce safety and health rules (ex:

prohibition on smoking)

f) Prepare work safety procedures for high risk work

activities (ex: arranging files on high racks)

g) Inspect and monitor workplace conditions by using

checklists from time to time

h) Formulate an emergency response plan (ERP) including

building plans indicating exit pathways, emergency

assembly points and other

i) Establish and train an emergency response team (ERT)

j) Improve housekeeping at the workplace so that it is free

from physical hazards

k) Improve the layout of office equipment and fittings


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l) Provide sufficient access to allow employee movement

m) Provide suitable mechanical tools for lifting weights

according to task requirements

n) Properly maintain tools and machinery to ensure safe

o) Designate separate areas to store hazardous materials and label all

containers of materials

p) Provide emergency equipment (fire extinguishers, hose reel, alarm,

first aid box)

q) Send staff for health examinations or counseling so that health

problems can be detected at an early stage

r) Provide induction training stressing on aspects of safety and health to

new staff

s) Obtain full commitment from employer and staff to improve the level

of occupational safety and health at the office

t) Hold occupational safety and health campaigns at the office from

time to time


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STATUTORY PROVISIONS

a. Occupational Safety and Health Act 1994 (OSHA

1994)

Section 15, duty of employers to ensure safe and

healthy system or work

b. Guideline on Office Safety

Published by the Department of Occupational

Safety and Health (DOSH)

c. Electricity Supply Act 1990

Provisions related to safe use of electricity


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d. Emergency Services Act 1988

Provisions related to safety in fire

prevention

e. Uniform Building By-laws 1984

Provisions related to building safety in

terms of design and construction


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CONCLUSION

• The objectives of ensuring safety in the office are to

prevent the occurrences of accidents and avoid

illness

• These accidents and diseases may be prevented by

taking proper measures in safety and health when

working

• There are several legal provisions and guidelines that

outline safety and health. It describe specific and

general safety measures that need to be taken in

workplace situations

• A workplace that is free from hazards can help an

organization increase productivity as well as reduce

medical and other related costs

15 Office Safety

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