10.1 Policy Statement Tim Foster— dba MPC (Maintenance Projects & Construction) is committed to reducing injuries
and illnesses in the office and maintains an office safety policy to foster a culture of safety and reduce accidents for every worker. While an office is typically less hazardous than other work areas, office safety and health hazards require consideration as part of a comprehensive injury and illness prevention program.
10.2 Responsibilities
Office safety is a cooperative effort between Tim Foster — dba MPC (Maintenance Projects &
Construction) and its employees.
10.2.1 Employer Responsibilities
It is the responsibility of Tim Foster— dba MPC (Maintenance Projects & Construction) to:
• Establish and maintain policies and rules in accordance with applicable regulations and
best industry practices to promote safety and prevent injuries and illnesses;
• Ensure that every employee who works in an office setting has been trained in Tim
Tim Foster— dba MPC (Maintenance Projects & Construction) employees are expected to:
• Practice general office safety and follow office safety policy on a daily basis;
• Communicate workplace safety and health concerns to a supervisor or the safety
committee; and
• Report any work related injury or illness to a supervisor immediately.
10.3 Training
Tim Foster — dba MPC (Maintenance Projects & Construction) will train every employee on
office safety at no cost to the employee during working hours.
Tim Foster— dba MPC (Maintenance Projects & Construction) will use only training material that
is appropriate in content and vocabulary to educational level, literacy, and language of
employees.
10.3.1 Training Components
Training will include the following minimum elements for office safety:
• Slip, trip and fall hazards in an office environment;
• Struck-by/striking hazards in an office environment;
• Lifting procedures and manual material handling safety;
• Housekeeping expectations and office cleanliness;
• Hazards posed by common office equipment and how to reduce risk from those hazards;
• Musculoskeletal disorders, cumulative trauma injuries and workstation ergonomics;
• The importance of breaks and helpful activities to relieve common office complaints; and
• Permissible office environment modifications for individual workers and recommended
solutions to ensure a pleasant office environment.
10.3.2 Training Records
Training records will include the following information:
• The dates of the training sessions;
• The contents or a summary of the training sessions;
• The names and qualifications of persons conducting the training; and
• The names and job titles of all persons attending the training sessions.
Tim Foster — dba MPC (Maintenance Projects & Construction) will maintain employee training
records for 3 years from the date on which the training occurred.
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10.4 Policy
10.4.1 General Office Safety
Safety in an office environment relies on employees understanding hazards in the office environment and controls being available to reduce risk for office workers. While the office
presents fewer hazards than many other work environments, the safety and health of every worker demands an awareness of best safety practices for every work area.
Walking: Slips, Trips, and Falls
• Slips, trips, and falls are some of the most common causes of injuries to office workers.
Tim Foster— dba MPC (Maintenance Projects & Construction) employees who
encounter loose or rough floor covering, loose tiles, or carpeting that can create a tripping hazard will remedy the hazard as soon as safely possible or bring the hazard to the attention to a supervisor.
• All mats in the workplace will lie flat on the floor, be nonslip, placed correctly and
cleaned properly.
• Walkways, aisles and doorways will remain clear.
• Tim Foster— dba MPC (Maintenance Projects & Construction) forbids running in the
workplace.
• Employees will walk with their full attention on what is around them.
• Employees will ascend and descend stairs one step at a time. If carrying a heavy load,
workers should avoid stairs.
• Any difference in floor level poses a hazard. Even if the difference is not great enough to
require railing or a guard, Tim Foster— dba MPC (Maintenance Projects & Construction) will indicate sudden changes in floor elevation with paint and/or signs.
• Consult the chapter on "Slips, Trips & Falls" for more.
Walking: Struck-By and Striking Hazards
• Employees will walk toward the center of a hallway and allow others to pass to the left.
• Employees will exercise caution when approaching a door that can be pushed toward
them. Approaching and opening doors carefully and slowing down when approaching a
blind corner prevents collisions and reduces injuries.
• Doors in hallways should remain fully open or fully closed.
• All glass doors at Tim Foster— dba MPC (Maintenance Projects & Construction) will
have some type of marking or will be frosted to keep people from walking through them. If a door must be solid, the area the door swings over presents a hazard. Indicating the
hazardous area with a high-contrast color helps keep the area clear.
• A highly trafficked corner or intersection in a hallway that sees frequent collisions may require further controls such as convex mirrors or signs encouraging caution.
Storage for heavy items should be between knee and shoulder height. Very heavy loads should be stored in such a way that manual lifting is discouraged. Tim Foster — dba MPC (Maintenance
Projects & Construction) will supply appropriate equipment (dollies, straps, etc) to ensure safe material handling.
Please see the chapter on "Manual Material Handling" for more.
Housekeeping
Good housekeeping is essential to a safe office environment. Tim Foster — dba MPC
(Maintenance Projects & Construction) employees will maintain clean and orderly work areas.
Employees will keep walkways, passageways and stairs free of boxes of materials and waste. Employees will maintain easy access to safety and emergency equipment, fire escapes and
evacuation routes.
No employee may leave a spill unattended. Wet floor signs alert passersby of the hazard until the spill is clean. Employees will follow appropriate procedure to clean any hazardous (chemical
or potentially infectious material) spill or summon assistance if unsure of the appropriate
procedure.
Employees will dispose of matches, cigarettes and other smoking materials only in appropriate receptacles located in smoking areas.
Cuts and Punctures
Scissors, paper cutters, glass, and razor blades can cause painful injuries. Employees will
report and treat such injuries at once to protect from infection. The following safety tips will help
prevent such injuries while working in the office:
• Keep the blades of a paper cutter closed when not in use. All paper cutters should be guarded.
• Pencils are safest when carried point down in shirt pockets.
• Paper can cut, and it hurts. Use a sponge or other wetting device for envelopes instead of your tongue. Use rubber finger guards when working with stacks of paper.
• Keep paper clips, thumbtacks and pins in a place where they cannot injure.
• Point the ejector slot away from people and keep fingers away when refilling or testing
staplers.
• Use a staple remover, not your fingers, for removing staples.
• Employees will sweep up broken glass immediately. Employees may not place broken
glass loose in a waste paper basket but should carefully wrap it in heavy paper marked
"Broken Glass." Employees will blot up glass that shatters into fine pieces with damp
Paper shredders and other machinery with spinning and moving parts can also cause painful
injuries, as can doors and drawers when they catch knuckles and fingertips. Tim Foster – dba MPC (Maintenance Projects & Construction) will prevent such injuries by ensuring appropriate
safeguards are in place; however the following safety tips can prevent such injuries in the office:
• Use the handle when closing doors and drawers. Do not let your hand rest where there
is a crushing hazard.
• Do not use fans that have excessive vibration, frayed cords or missing guards.
• Do not place your fingers in or near the feed of a paper shredder. Do not allow clothing,
hair or jewelry near paper shredders or any machine with unguarded moving parts.
10.4.2 Equipment
Only use equipment you know how to operate. Never attempt to operate an unfamiliar piece of equipment without reading the instructions or receiving directions from a qualified employee.
Electrical Equipment
• Electric office equipment will be appropriately grounded, and electric cords will be
maintained in good condition. If a machine creates an electric shock or starts smoking,
the user will unplug it and report it. Tim Foster– dba MPC (Maintenance Projects &
Construction) forbids extension or power cords that have the ground prong removed or broken off in the workplace.
• Surge protectors protect equipment like computers from electrical power surges. Outlet strips may also allow employees to plug in more electrical equipment to a single
outlet/location safely; the extent to which employees may do this without overloading a
circuit depends on the device and the circuit.
• Poorly maintained or unsafe, poor quality appliances like coffee makers, radios, lamps,
hotplates provided by or used by employees — particularly in out-of-the-way locations
— can create fire and shock hazards. Any appliance brought into the workplace will be in
good repair and free of known electrical hazards.
• Convenient outlets are preferable to extension cords. Extension cords may not run
through doorways, which can pinch and damage the cord. Covers with rubber channels
will cover cords that cross floors.
• All electric equipment in the office will be equipped, if possible, with a switch, either in
the equipment or in the cord, to power off the device without pulling the plug.
Consult the chapter on "General Electric Safety" for more
Ladders
• Never use chairs, desks or other office furniture as makeshift ladders. Use a stepladder
or step stool and do not over-reach.
• Rolling ladders and stands used for reaching high storage should have brakes that
• Read and follow the manufacturer's instructions for proper setup and ladder use, and
consult the chapter on "Walking Hazards and Ladder Safety" for more.
Filing Cabinets and Shelves
• Overloading top drawers of unsecured file cabinets can cause injuries and damage to the file cabinet if they tip over.
• Employees should load cabinets evenly with weight toward the bottom. Securing cabinets to adjacent cabinets or walls helps prevent tipping.
• File cabinets should have an interlocking device that allows only one drawer open at a
time.
• Drawers should have stops to prevent an employee from pulling them all the way out of
the cabinet.
• Employees should always keep drawers closed when not in use. If you open them, close
them. Never open more than one file drawer at a time.
• Where materials are stored on shelves, the heavy objects should be on the lower shelves.
• Do not block ventilation grates with file cabinets.
• Use the handle when closing drawers.
10.4.3 Work Station Arrangement and Ergonomics
Ergonomics is about designing tools, equipment and devices to the worker's body and how the worker's body moves. Workstation design can significantly affect workers' health and well-being. Ergonomically incorrect computer workstation setups can cause a range of difficulties for
workers. The most common complaints relate to the neck, shoulders and back, but arms, hands and eyes also experience work strain. Computer workstation jobs present the risk of musculoskeletal problems. The nature of the hazard and the appropriate controls necessary to
prevent these problems rely on a number of factors, including the following:
• Design of the workstation; • Work pace
• Nature of the task; • Work/rest schedules
• Repetitiveness of the job • Personal attributes of individual workers
• Degree of postural constraint
Musculoskeletal Disorders
Ergonomics in the workplace help workers avoid musculoskeletal disorders (MSDs), sometimes
called cumulative trauma disorders (CTDs), repetitive motion injuries, repetitive strain injuries, or
Repeated exertions or movements of the body or parts of the body, awkward postures, and extreme force can lead to an MSD. A work related MSD or WRMSD is a disorder that emerges
from workplace injuries.
Musculoskeletal disorders represent a range of disorders that result in symptoms ranging from mild periodic symptoms to severe, debilitating conditions such as pain, numbness, and tingling.
MSDs related to work can result in reduced productivity; lost time; disability; inability to perform job tasks; and an increase in workers' compensation costs.
Repetitive, forceful, or prolonged exertion of the hands; frequent or heavy lifting; pushing, pulling, or carrying heavy objects; prolonged awkward postures; cold temperatures; and
vibrations contribute to the risk of MSDs. The level of risk depends on how long a worker is
exposed to problem conditions, how often a worker is exposed to them, and the level of
exposure.
Breaks
One of the best defenses against fatigue and repetitive strain injuries is to take sufficient breaks. If possible, workers should change tasks at least every two hours.
Employees who do the same type of work for long periods are encouraged to stretch arms,
neck, and legs often:
• Head and Neck Stretch: Slowly turn your head to the left, and hold it for three seconds.
Slowly turn your head to the right, and hold it for three seconds. Drop your chin gently
toward your chest, and then tilt it back as far as you can. Repeat these steps five to ten
times.
• Shoulder Roll: Roll your shoulders forward and then backward using a circular motion.
• Upper Back Stretch: Grasp one arm below the elbow and pull gently towards the other
shoulder. Hold this position for five seconds and then repeat with the other arm.
• Wrist Wave: With your arms extended in front of you, raise and lower your hands
several times.
• Finger Stretch: Make fists with your hands and hold tight for one second, then spread
your fingers wide for five seconds.
Workers who spend a significant portion in front of visual displays are encouraged to rest their
eyes often by closing them or looking at something other than the work at hand. A good rule of
thumb is the 20-20-20 rule. Every 20 minutes employees should look at something 20 feet away
for 20 seconds.
Breathing deeply several times, in through the nose and out through the mouth, can be both
relaxing and invigorating; it provides an easy opportunity for an employee to soothe
restlessness at his or her desk.
Tim Foster — dba MPC (Maintenance Projects & Construction) appreciates workers putting in
extra effort, but encourages every worker to eat lunch somewhere other than their desk. This
• If a keyboard is used, arms should be bent at right angles at the elbow, with the hands
held in a straight line with forearms and elbows close to the body. Keep wrists and hands in a straight position while keystroking by keeping forearms parallel to the floor and elbows at your sides. Wrists should not rest on the edge of the desk
• Always maintain your back with the natural upright s-curve. Make sure to adjust your chair to provide adequate support to your back.
• The head should be in line with the body and slightly forward.
Equipment & Arrangement
RMSDs are most often the result of long-term exposure to risks such as static or awkward
postures, repetition and similar factors in the workplace. Poor workstation design can contribute to all these factors. Consider the following:
• Employees should avoid reaching more than 18 inches for work items by keeping
frequently used items within easy reach.
• Using minimum effective force to operate the hole-punch, stapler and similar equipment reduces strain. Excessive pressure can contribute to repetitive use injuries.
Desks
• All furniture must be maintained in good condition and free from sharp corners, projecting edges, wobbly legs, etc.
• Glass tops on desks and tables crack and cause safety hazards. Use durable synthetic surfaces instead of glass.
• Ensure there is sufficient space on the desk to prevent having to reach or hold an awkward posture to perform the job.
• Maintain space below the desk to permit changes to the user's posture and prevent an awkward sitting position.
• Sharp desk edges can create contact stress on wrists. Padding or rounded desk edges
can mitigate the impact.
Chairs
• Do not tilt the chair you are sitting in. Keep all chair legs on the floor. Learn the limits.
• Chairs should be padded, stable, and mobile, should swivel and allow operator movement.
• Adjust the backrest vertically so that it supports/fits the curvature of your lower back.
• The casters on swivel chairs should be on at least a 20-inch diameter base, and a 22-
inch base is preferred.
Monitors
• Place monitors directly in front of the user, between 20 and 40 inches away.
• The top of the monitor should be at or below eye level, with the center of the monitor
around 15 to 20 degrees below horizontal eye level.
• The monitor should be perpendicular to windows to avoid glare.
• Users with bifocals may need a monitor at a lower height to prevent tilting back their
head
Input Devices
• The keyboard needs to be easily accessible and comfortable; it should align with the
user's posture.
• Place input devices other than the keyboard close to the keyboard and within
comfortable reach with the arm close to the body and the wrist neutral.
• Adjust keyboard height to allow fingers to rest on the home row when the arm is to the
side, elbow between 80 and 120 degrees, and the wrist straight.
• A split (alternative) keyboard is likely to reduce awkward wrist posture.
• Use the minimum force necessary to strike the keyboard/ten-key keys.
Document Holders
• Keep documents at approximately the same height and distance from your face as the monitor.
Wrist Supports
• Use wrist supports made of a padded material. The support should allow you to type
without bending your wrists.
Telephones
• Neck tension is a common problem caused by holding the telephone between the head
and neck. Use a headset or speakerphone if you use the telephone for extended periods.
Standing
Standing for prolonged periods can contribute to back injuries. To minimize risks of developing an MSD in the back from standing, follow these guidelines:
• Stand with the torso upright to permit standing with the natural curve of the spine in a
comfortable position.
• Stand on an anti-fatigue mat for cushioning. Footrests or foot bars allow changes to the
standing position.
• Adjust the work to the appropriate height and slope whenever possible. Employees should do most work around elbow height, but precision work may best be done higher
(around the chest) and work that requires more force is best done lower (toward the
(adapted from ASHRAE Standard 55 - 2010 "Thermal Environmental Conditions for Human Occupancy")
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10.4,4 Environmental Concerns
Temperature and Humidity
It is important for the office to remain a consistent, comfortable temperature; however, workers can help maintain comfort by wearing
layers of clothing to work or bringing a fan.
The American Society of Heating,
Refrigerating, and Air Conditioning Engineers
recommend an office temperature between 68° and 82° depending on the amount of clothing
humidity. See Table 1.
a worker is expected to wear and the relative
Air Quality
Air pollutants can originate within the building or be drawn into the building from outdoors.
Sources of pollutants from outside a building include: (1) pollen, dust and spores; (2) vehicle exhaust; (3) odors from dumpsters; and (4) re-circulated exhaust from the building itself or from
neighboring buildings.
Sources of pollutants from inside the building include: (1) building components and furnishings; (2) smoking; (3) maintenance or remodeling activities (painting, etc.); (4) housekeeping
activities; (5) unsanitary conditions (standing water from clogged drains or dry traps) and water damage; and (6) emissions from office equipment or special use areas (print shops,
laboratories, or food preparation areas).
Proper ventilation in an office will reduce the level of pollutants and irritants from any source.
The following recommendations are useful in preventing indoor air quality problems:
• Plan maintenance for HVAC systems; include periodic cleaning and regular changing or
cleaning for filters.
• Ventilation systems should introduce sufficient outside air into the office and vent inside
air pollutant sources to the outside.
• Operate office machinery in appropriately ventilated areas. Most office machinery does
not require local exhaust ventilation. Still, office machinery should be away from workers'
desks whenever possible, and workers should vary work tasks to avoid using machines
excessively.
• Clean/maintain office equipment according to the manufacturer's recommendations. Properly maintained equipment will not generate unhealthy levels of pollutants.
• Give special attention to operations that may generate air contaminants (such as painting, pesticide spraying, and heavy cleaning). Provide for adequate ventilation during
these operations or allow alternatives such as performing work off-hours or removing
Illumination — too much, too little, or the wrong type — can negatively affect safety and health for workers.
Lighting is also an important factor affecting personal comfort on the job. The best lighting system is one in which the light level is geared to the task, where brightness ratios are
controlled (no intensely bright or dark areas in one field of vision) and where ceilings, walls, and floors are chosen to minimize glare.
Glare is a harsh, uncomfortable bright light that shines directly in the eyes. Glare may be either
direct, coming from lights or sunshine, or indirect, coming from a reflected surface. Glare, harsh
shadows and visual fatigue can prevent workers from perceiving hazards; further, poor lighting can strain the eyes resulting in a number of negative effects ranging from double vision to headaches.
Different tasks require different levels of lighting. Areas for detailed work, for example, need more light. However, there is no way to anticipate the lighting needs for any given employee for
any given task. Adjustable illumination from a range of sources helps ensure a worker has the
right amount and right type of light for a given task.
There are a number of measures available to prevent and control poor lighting conditions in the work environment:
• Maintain lighting systems on a schedule, and check and clean fixtures periodically. Any
light source that has burned out or been broken should be replaced as soon as possible
• Office workers should face away from sources of glare whenever possible.
• Use adjustable shades over windows.
• Reduce shadows and glare with diffuse light.
• Task lighting at an office desk or workstation can provide direct lighting and may be
adjusted according to the needs of the worker and task.
Noise
Noise is sound the listener does not want to hear. Noise at high levels can damage hearing, but even at levels too low to cause damage, noise can be harmful.
The level of noise in an office rarely approaches the upper limit of OSHA acceptable noise levels — created to protect industrial workers from hearing loss. However, noise in offices can interfere with worker communication. It can also affect productivity by distracting from work
activities that require mental concentration. Additionally, office noise can contribute to a general
elevation in worker stress.
When employees face sound levels exceeding OSHA standards, Tim Foster — dba MPC (Maintenance Projects & Construction) will utilize feasible administrative or engineering controls. If such controls fail to reduce sound levels, Tim Foster — dba MPC (Maintenance Projects & Construction) will provide personal protective equipment to reduce sound levels.
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To control noise levels and the negative effects of noise in an office try any or all of the
following:
• Move noisy equipment and noisy processes to areas where they have less impact, or
create barriers that absorb some of the noise.
• If possible, schedule tasks that are exceptionally noisy for times when the noise is less
bothersome.
• Select the equipment that makes as little noise as practical.
• Ensure equipment remains properly maintained.
10.5 Forms and Attachments
On the following pages, please find the following document:
• Computer Workstation Ergonomics Checklist
• Office Safety Training Documentation
This form may be reproduced freely by Tim Foster — dba MPC (Maintenance Projects &
Construction) for the purposes of implementing and maintaining an injury and illness prevention program.
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Computer Workstation Ergonomics Checklist
Working Postures Does the workstation permit the user's:
Y N
Head and neck to be upright, or in-line with the torso (not bent down/back). If "no" refer to Monitors, Chairs and Work Surfaces.
Head, neck, and trunk to face forward (not twisted). If "no" refer to Monitors or Chairs.
Trunk to be perpendicular to floor (may lean back into backrest but not forward). If "no" refer to Chairs or Monitors.
Shoulders and upper arms to be in-line with the torso, generally about perpendicular to the floor and relaxed (not elevated or stretched forward). If "no" refer to Chairs.
Upper arms and elbows to be close to the body (not extended outward). If "no" refer to Chairs, Work Surfaces, Keyboards, and Pointers.
Forearms, wrists, and hands to be straight and in-line (forearm at about 90 degrees to the upper arm). If "no" refer to Chairs, Keyboards, Pointers.
Wrists and hands to be straight (not bent up/down or sideways toward the little finger). If "no" refer to Keyboards, or Pointers
Thighs to be parallel to the floor and the lower legs to be perpendicular to floor (thighs may be slightly elevated above knees). If "no" refer to Chairs or Work Surfaces.
Thighs to be parallel to the floor and the lower legs to be perpendicular to floor (thighs may be slightly elevated above knees). If "no" refer to Chairs or Work Surfaces.
Seating "No" answers to any of these questions should prompt a review of Chairs The chair's:
Y N
Backrest provides support for your lower back (lumbar area).
Seat width and depth accommodate the specific user (seat pan not too big/small).
Seat front does not press against the back of your knees and lower legs (seat pan not too long).
Seat has cushioning and is rounded with a "waterfall" front (no sharp edge).
Armrests, if used, support both forearms while you perform computer tasks and they do not interfere with movement.
Keyboard/Input Device "No" answers to any of these questions should prompt a review of Keyboards, Pointers, or Wrist Rests. The computer's input device is arranged so the:
N Y
Keyboard/input device platform(s) is stable and large enough to hold a keyboard and an input device.
Input device (mouse or trackball) is located right next to your keyboard so it can be operated without reaching.
Input device is easy to activate and the shape/size fits your hand (not too big/small).
Wrists and hands do not rest on sharp or hard edges.
Monitor "No" answers to any of these questions should prompt a review of Monitors or Workstation Environment. The monitor is designed or arranged so the:
N Y
Top of the screen is at or below eye level so you can read it without bending your head or neck down/back.
User with bifocals/trifocals can read the screen without bending the head or neck backward.
Monitor distance allows you to read the screen without leaning your head, neck or trunk forward/backward.
Monitor position is directly in front of you so you don't have to twist your head or neck.
Glare (for example, from windows, lights) is not reflected on your screen that can cause you to assume an awkward posture to see information on your screen.
Work Area The work area is designed or arranged so the: Y N
Thighs have sufficient clearance space between the top of the thighs and your computer table/keyboard platform (thighs are not trapped).
Legs and feet have sufficient clearance space under the work surface so you are able to get close enough to the keyboard/input device.
Accessories "No" answers to any of these questions should prompt a review of Work Surfaces, Document Holders, Wrist Rests or Telephones. Check to see if the:
Y N
Document holder, if provided, is stable and large enough to hold documents.
Document holder, if provided, is placed at about the same height and distance as the monitor
screen so there is little head movement, or need to re-focus, when you look from the document to the screen.
Wrist/palm rest, if provided, is padded and free of sharp or square edges that push on your wrists.
Wrist/palm rest, if provided, allows you to keep your forearms, wrists, and hands straight and in-line when using the keyboard/input device.
Telephone can be used with your head upright (not bent) and your shoulders relaxed (not elevated) if you do computer tasks at the same time.
General "No" answers to any of these questions should prompt a review of Chairs, Work Surfaces, or Work Processes.
Y N
Workstation and equipment have sufficient adjustability so you are in a safe working posture and can make occasional changes in posture while performing computer tasks.
Computer workstation, components and accessories function properly and are maintained in serviceable condition.
Computer tasks are organized in a way that allows you to vary tasks with other work activities, or to take micro-breaks or recovery pauses while at the computer workstation.
