EPA Building Air Quality - A Guide for Building Owners and Facility Managers

8/13/2019 EPA Building Air Quality - A Guide for Building Owners and Facility Managers

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Contents i i i

Foreword..............................................................................................................................viiNote to Building Owners and Facility Managers .................................................................ixAcknowledgements ............................................................................................................xiii

TAB I: BASICS

Section 1: About This Document .............................................................................1

Section 2: Factors Affecting Indoor Air Quality........................................................ 5Sources of Indoor Air Contaminants .....................................................................................5

HVAC System Design and Operation...................................................................................6Pollutant Pathways and Driving Forces ................................................................................9Building Occupants .............................................................................................................10

Section 3: Effective Communication...................................................................... 13Communicating to Prevent IAQ Problems..........................................................................13Communicating to Resolve IAQ Problems .........................................................................15

TAB II: PREVENTING IAQ PROBLEMS

Section 4: Developing an lAQ Profile .................................................................... 19Skills Required to Create an IAQ Profile ............................................................................20Steps in an IAQ Profile........................................................................................................21

Section 5: Managing Buildings for Good IAQ........................................................ 31Developing an IAQ Management Plan................................................................................31

TAB III: RESOLVING IAQ PROBLEMS

Section 6: Diagnosing lAQ Problems .................................................................... 45Overview: Conducting an IAQ Investigation......................................................................46Initial Walkthrough .............................................................................................................47Collecting Additional Information ......................................................................................49Collecting Information about Occupant Complaints...........................................................50Using the Occupant Data.....................................................................................................53Collecting Information about the HVAC System ...............................................................57

Using the HVAC System Data ............................................................................................62Collecting Information about Pollutant Pathways and Driving Forces...............................68Using Pollutant Pathway Data.............................................................................................70Collecting Information on Pollutant Sources ......................................................................72Using Pollutant Source Data ...............................................................................................74

Contents


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i v Contents

Sampling Air for Contaminants and Indicators...................................................................74Complaints Due to Conditions Other Than Poor Air Quality .............................................77Forming and Testing Hypotheses........................................................................................78

Section 7: Mitigating lAQ Problems .......................................................................81

Background: Controlling Indoor Air Problems .......... ......... ......... .......... ......... .......... ......... .81Sample Problems and Solutions ..........................................................................................86Judging Proposed Mitigation Designs and Their Success.................................................102

Section 8: Hiring Professional Assistance to Solve an lAQ Problem .................. 105Make Sure That Their Approach Fits Your Needs............................................................105Selection Criteria ...............................................................................................................106

TAB IV: APPENDICES

Appendix A: Common lAQ Measurements - A General Guide ........................... 109Overview of Sampling Devices.........................................................................................109Simple Ventilation/Comfort Indications ...........................................................................110

Air Contaminant Concentrations.......................................................................................115Appendix B: HVAC Systems and Indoor Air Quality ........................................... 121Background........................................................................................................................121Types of HVAC Systems ..................................................................................................122Basic Components of an HVAC System...........................................................................123ASHRAE Standards and Guidelines .................................................................................137

Appendix C: Moisture, Mold and Mildew ............................................................. 141Background on Relative Humidity, Vapor Pressure, and Condensation...........................141Taking Steps to Reduce Moisture......................................................................................143Identifying and Correcting Common Problems From Mold and Mildew.........................145

Appendix D: Asbestos .........................................................................................147EPA and NIOSH Positions on Asbestos ...........................................................................148Programs for Managing Asbestos In-Place .......................................................................149Where to Go for Additional Information...........................................................................150

Appendix E: Radon..............................................................................................151Building Measurement, Diagnosis and Remediation ........................................................151Where To Go for Additional Information .........................................................................152

Appendix F: Glossary and Acronyms ..................................................................153

Appendix G: Resources.......................................................................................157Federal Agencies with Major IAQ Responsibilities..........................................................157Other Federal Agencies with Indoor Air Responsibilities.................................................160

State and Local Agencies ..................................................................................................160Private Sector Contacts......................................................................................................161Publications .......................................................................................................................164Training .............................................................................................................................167


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Contents v

TAB V: INDOOR AIR QUALITY FORMSIAQ Management Checklist ..............................................................................................171Pollutant Pathway Record For IAQ Profiles .....................................................................175Zone/Room Record ...........................................................................................................177Ventilation Worksheet.......................................................................................................179Indoor Air Quality Complaint Form..................................................................................181Incident Log.......................................................................................................................183Occupant Interview ...........................................................................................................185Occupant Diary..................................................................................................................187Log of Activities and System Operation ...........................................................................189HVAC Checklist-Short Form ............................................................................................191HVAC Checklist-Long Form ............................................................................................195Pollutant Pathway Form For Investigations ......................................................................211Pollutant and Source Inventory .........................................................................................213Chemical Inventory ...........................................................................................................221Hypothesis Form ...............................................................................................................223

This document is in the public domain. It may he reproduced in whole or in part by an individual or organization without permission. If itis reproduced, however, EPA and NIOSH would appreciate knowing how it is used. Write the Indoor Air Division (ANR-445W), Officeof Air and Radiation, U.S. Environmental Protection Agency, Washington, DC 20460.


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Foreword vii

Foreword

oriented" approach to these investigations.This document draws extensively on theexperience of NIOSH in investigating andcorrecting indoor air quality problems inthese types of buildings.

In 1986, Congress mandated that EPAconduct research and develop informationon indoor air quality. To carry out itsinformation dissemination responsibilities,EPA's Indoor Air Division has produced anumber of publications which have beendistributed to a wide range of audiencesand will launch an indoor air qualityinformation clearinghouse in 1992. Inaddition, the Indoor Air Division isdeveloping several guidance documents onbuilding design and management practices.This publication is part of that effort.

The guidance presented here is basedon what is known and generally acceptedat this time in the relevant fields of

building science and indoor air quality.EPA and NIOSH anticipate that thisdocument may later be revised to includemore detailed guidance as researchcontinues and our knowledge grows. Inthe meantime, building owners and facilitymanagers can use the Resources section tosupplement and update the informationpresented here.

In the past two decades, the number of people requesting information and assis-tance on health and comfort concernsrelated to indoor air quality from the U.S.Environmental Protection Agency (EPA)and the National Institute for OccupationalSafety and Health (NIOSH) has risensteadily. Although many studies on indoorair quality have been reported in technicalpublications and proceedings during theseyears, little indoor air-related informationhas been targeted at owners and facilitymanagers of public and commercialbuildings who are the people in the bestposition to prevent and resolve indoor airproblems.

In recognition of the need for practicalindoor air quality advice for buildingowners and facility managers, EPA andNIOSH decided to work jointly to producewritten guidance on preventing, identify-

ing, and correcting indoor air qualityproblems. The distinct perspectives of thetwo agencies are reflected in this docu-ment.

Since 1971, NIOSH has conductedmore than 600 indoor air quality investiga-tions in the office (non-industrial, non-residential) buildings under the HealthHazard Evaluation Program. Over time,NIOSH has developed a "solution-


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Note to Building Owners and Facilities Managers i x

F rom marketing and negotiating leasesand maintenance contracts to planning forfuture expansion, operating a commercialor public building is a complex processthat leaves you little time for unnecessaryactivities. Working with your facility staff,you make an effort to provide a pleasantsetting and are accustomed to dealingwith occupant complaints about roomtemperature, noise, plumbing system

problems, and other elements of thebuilding environment.

A healthy indoor environment is one inwhich the surroundings contribute toproductivity, comfort, and a sense of healthand well being. The indoor air is free fromsignificant levels of odors, dust and con-taminants and circulates to preventstuffiness without creating drafts. Tem-perature and humidity are appropriate tothe season and to the clothing and activityof the building occupants. There is enoughlight to illuminate work surfaces withoutcreating glare and noise levels do notinterfere with activities. Sanitation,drinking water, fire protection, and otherfactors affecting health and safety are well-planned and properly managed.

Good air quality is an importantcomponent of a healthy indoor environ-ment. For the purposes of this document,the definition of good indoor air qualityincludes:

introduction and distribution of adequateventilation aircontrol of airborne contaminantsmaintenance of acceptable temperatureand relative humidity

A practical guide to indoor air quality(IAQ) cannot overlook temperature andhumidity, because thermal comfort

Note to Building Owners andFacility Managers

concerns underlie many complaints aboutpoor air quality. Furthermore, tempera-ture and humidity are among the manyfactors that affect indoor contaminantlevels.

It is important to remember that whileoccupant complaints may be related totime at work, they may not necessarily bedue to the quality of the air. Other factorssuch as noise, lighting, ergonomic stressors

(work station and task design), and job-related psychosocial stressors can individually and in combination contribute to the complaints. Theseproblems are briefly addressed in thisdocument.

Good indoor air quality enhancesoccupant health, comfort, and workplaceproductivity. Rental properties can gain amarketing advantage if they are known tooffer a healthy and pleasant indoor envi-ronment. Failure to respond promptly andeffectively to IAQ problems can haveconsequences such as:

increasing health problems such ascough, eye irritation, headache, andallergic reactions, and, in some rarecases, resulting in life-threateningconditions (e.g., Legionnaires disease,carbon monoxide poisoning)reducing productivity due to discomfortor increased absenteeismaccelerating deterioration of furnishings

and equipmentstraining relations between landlords andtenants, employers and employeescreating negative publicity that could putrental properties at a competitivedisadvantageopening potential liability problems( Note: Insurance policies tend to excludepollution-related claims)


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x Note to Building Owners and Facilities Managers

problems has sometimes led to reducedenergy use due to the efficiency associatedwith a cleaner, and better controlledheating, ventilation, and air conditioning(HVAC) system. The energy needed tocondition and distribute ventilation air isonly a small part of total building energyconsumption and is far overshadowed byother operating costs (such as personnel).Attempting to limit operating costs byreducing ventilation can be a falseeconomy, if it leads to problems such asincreased occupant complaints, reducedproductivity, and absenteeism.

Every complaint merits a response.

Many indoor air quality problems are not

difficult to correct and can be solved within-house expertise. However, gatheringrelevant information about the problemand identifying appropriate correctiveactions is likely to require a coordinatedeffort by people with a variety of skills.

An indoor air quality problem may be the direct or indirect result of an apparently minor modification.

Actions such as the placement of interiorroom dividers, the introduction of new

office equipment, and personal activitiessuch as cooking can have an impact onindoor air quality. Communicationbetween building management andbuilding occupants regarding their respec-tive responsibilities is a critical element inthe management of indoor air quality.

Indoor air quality in a large building is the product of multiple influences, and attempts to bring problems under control do not always produce the expected result.

Some indoor air quality problems arecomplex and may require the assistance of outside professionals. When contractingfor services, you need to be an informedclient to avoid unnecessary costs anddelays in solving the problem.

Provision of good air quality requiresconscientious effort by both building staff and occupants. The commitment toaddress IAQ problems starts with thebuilding owner or facility manager, theperson who has an overview of theorganization, sets policy, and assigns staff responsibilities. You have the authority tosee that an IAQ policy is articulated andcarried out, the ability to identify staff withskills that enable them to react promptlyand effectively to complaints, and theincentive to initiate a program that willprevent indoor air problems in the future.As you decide how best to respond to thechallenge of preventing and resolving

indoor air quality problems in yourbuilding, it will be helpful to keep in mindthe following thoughts:

It is important to establish a process that encourages an active exchange of information.

Without an open communications policy,an atmosphere of distrust may be createdthat complicates your efforts to diagnoseand correct problems.

Facility staff are in a position to notice

malfunctioning equipment or accidental events that could produce indoor airquality problems.

They can play a critical role in identifyingproblem situations and averting IAQcrises. On the other hand, if staff are notaware of IAQ issues, their activities canalso create indoor air quality problems.

Facility staff are often instructed to keepenergy costs to a minimum.

Changes in building operation intended tosave energy have sometimes contributed toIAQ problems (for example, by reducingthe flow of outdoor ventilation air withouttaking action to maintain the quality of therecirculated air). The correction of IAQ


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Note to Building Owners and Facilities Managers x i

If there is reason to believe that an IAQ problem may have serious health implica- tions, appropriate experts such as occupational physicians, industrial hygienists, and mechanical engineers should be called in as soon as possible.

In-house investigations by non-profession-als are not recommended in such cases(e.g., if individuals are being hospitalizedbecause of exposure inside the building).

Public and commercial buildings can present a wide range of IAQ problems.

The variety of unique features in theirdesign and usage (e.g., apartment build-ings, hospitals, schools, shopping malls)make a wide range of IAQ problems pos-sible. In apartment buildings, for example,each residential unit can produce cookingodors and the operation of kitchen exhaustfans is generally outside the control of building management. The basic informa-

tion and problem-solving processes in thisguide can be applied, with necessary adap-tations, to a wide range of building types.

This document was written to be a use-ful resource for you and your staff in pre-venting and resolving occupants com-plaints that may be related in some way tothe quality of the indoor air. It providesbackground information followed byhow-to guidance for you and your in-house staff. The practical problem-solvingtechniques it describes have been appliedsuccessfully by NIOSH and other investi-gators. If complaints are not resolved aftercareful application of this guidance, out-side help will probably be needed. Infor-mation on possible sources of outside helpis included. As you read this document, orturn it over to your staff to implement,EPA and NIOSH urge you to maintain apersonal involvement in this issue.


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x i i Note to Building Owners and Facilities Managers

This box is provided to help building owners and facility managers get ac-quainted with examples of IAQ problem indicators and associated responses.Some IAQ problem situations require immediate action. Other problems areless urgent, but all merit a response.

Carbon monoxide poisoning is apossibility. Investigate sources ofcombustion gases right away.

This is a potentially life-threateningillness. Request Health Departmentassistance in determining whether yourbuilding may be the source of theinfection.

If damp carpeting cannot be lifted andthoroughly dried within a short time, itmight need to be discarded. Propercleaning and disinfection procedures

must be used to prevent the growth ofmold and bacteria that could causeserious indoor air quality problems.

Inadequately maintained humidifiers canpromote the growth of biologicalcontaminants. Clean equipmentthoroughly, and consider modifyingmaintenance practices.

The symptoms described suggest anIAQ problem that is not life-threatening,but it would be wise to respondpromptly.

Volatile compounds emitted by the newfurnishings could be causing thecomplaints.

The only way to determine the indoorradon concentration in a givenstructure is to test in appropriatelocations.

Asbestos can be positively identifiedonly by laboratory analysis.

There have been complaints of head-aches, nausea, and combustion odors.

One or more occupants of your buildinghave been diagnosed as havingLegionnaires disease.

Staff report that water from a roof leakhas flooded a portion of the carpeting.

Inspection of the humidification systemreveals an accumulation of slime andmold. There have been no healthcomplaints suggesting IAQ problems.

A group of occupants has discoveredthat they share common symptoms ofheadaches, eye irritation, and respira-tory complaints and decided that theirproblems are due to conditions in thebuilding.

Immediately after delivery of newfurnishings (furniture or carpeting),occupants complain of odors anddiscomfort.

Local news articles suggest that somebuildings in the area have high indoorradon levels.

You wonder whether some old pipeinsulation contains asbestos.

Problems RequiringImmediate Action

Problems ThatRequire AResponse, ButAre NotEmergencies

SELECTED INDOORAIR QUALITYPROBLEMS


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Acknowledgements xiii

The development of this document, Building Air Quality: A Guide for Building Owners and Facility Managers ,has been a joint undertaking of theIndoor Air Division in the Office of Atmospheric and Indoor Air Programs of the United States EnvironmentalProtection Agency and the NationalInstitute for Occupational Safety andHealth. The document was prepared

under the direction of Robert Axelrad,Director, EPA Indoor Air Division andPhilip J. Bierbaum, Director, NIOSHDivision of Physical Sciences andEngineering.

EPA and NIOSH appreciate the timethat many organizations and individualstook to share ideas, discuss their ownpractical experiences, and review manydrafts of this document. Many of theideas raised by these reviewers havebeen incorporated into this document.

Two people had primary responsibilityfor developing the content and format of the document. Elizabeth Agle, the EPAproject manager, developed the structureof the document, assembled the teams of contributors and reviewers, and provideddirection and untiring support as the pro-

ject came to fruition. Susan Galbraith,Cogito Technical Services, served as theprincipal writer. She brought to the task both considerable writing skills and abasic understanding of how buildingsoperate that proved invaluable through-out the process of conceptualizing andcreating this document.

EPA and NIOSH gratefully acknowl-edge the important contribution of TerryBrennan, Camroden Associates; EdLight, Pathway Diagnostics; and WilliamA. Turner, The W.L. Turner Group, who

served as the team of core technicaladvisors for this document. These indi-viduals contributed a substantial amount of written material and thoughtful commentson the many drafts and, most importantly,their considerable practical experience inidentifying and resolving indoor air qualityproblems. Joseph Lstiburek, BuildingScience Corporation, contributed much of the material on the problem of moisture.

EPA and NIOSH particularly wish to thank the staff of The Charles E. Smith Compa-nies who reviewed numerous drafts of thedocument and made invaluable commentsfrom a building management perspective.

The photographs were donated by: TerryBrennan, Camroden Associates; MichaelCrandall, NIOSH; Ed Light, PathwayDiagnostics; Joseph Lstiburek, BuildingScience Corporation; Phil Morey, ClaytonEnvironmental Services; Tedd Nathanson,Public Works Canada; Robert Olcerst,Brujos Scientific Inc.; Stan Salisbury,NIOSH; William A. Turner, The H.L.Turner Group; and Kenneth Wallingford,NIOSH. Additional slides came from theNIOSH Health Hazard Evaluation Programand from the Occupational Safety andHealth Administration.

A large number of people within bothEPA and NIOSH commented on the draftsof the document. EPA and NIOSHrecognize the following staff for theirparticular contributions: John Girman,Elissa Feldman, Pauline Johnston, SuePerlin, David Mudarri, Jack Primack, BobThompson, Kevin Teichman, CharlesTruchillo, and Jim Wilson, EPA; andMichael Crandall, Jerome Flesh, RichardGorman, Joseph Hurrell, Pantelis Rentos,and Mitchell Singal, NIOSH.

Acknowledgements


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xiv Acknowledgements

The draft document was widely circu-lated for review outside these agencies.EPA and NIOSH thank the followingindividuals who reviewed all or part of thedocument and submitted comments:

Allen C. AbendMaryland Department of EducationCharles A. AchillesInstitute of Real Estate ManagementHenry A. AndersonWisconsin Department of Health andSocial ServicesDavid W. BeargLife Energy AssociatesW. David BevirtSheet Metal and Air ConditioningContractors Association

Barbara BillauerInternational Council of Shopping CentersBob BockholtNational Apartment AssociationH.E. BurroughsH. E. Burroughs & Associates, Inc.Harriet BurgeUniversity of Michigan Medical CenterPaul A. CammerBusiness Council on Indoor AirJames L. CogginsEnergy Applications, Inc.

Geraldine V. CoxChemical Manufacturers AssociationEaron S. DavisEnvironmental Heath ConsultantJohn E. DiFazio, Jr.Chemical Specialties ManufacturersAssociationJames C. DinegarBuilding Owners and ManagersAssociation, InternationalStephen D. DrieslerNational Association of RealtorsSandra EberleU.S. Consumer Product SafetyCommissionPaul C. FiducciaInternational Council of Shopping CentersRichard B. GammageOak Ridge National LaboratoryMatthew GillenOccupational Health Foundation

William H. GroahHardwood Plywood ManufacturersAssociationShirley J. HansenHansen Associates

Steven B. HaywardIndoor Air Quality Program, CaliforniaDepartment of Health ServicesJohn HenshawAmerican Industrial Hygiene AssociationBion HowardAlliance to Save EnergyW. T. IrwinCertainTeed CorporationPaul JacobetzBrel & Kjaer Instruments, Inc.William D. KelleyAmerican Conference of GovernmentalIndustrial Hygienists, Inc.Jay KiriharaThe Trane CompanyDaniel A. La HartMaryland Department of the EnvironmentMary LamielleNational Center for EnvironmentalHealth StrategiesEllen LarsonAir Conditioning Contractors of AmericaDavid LeeAssociation of Local Air Pollution

Control OfficialsEugene L. LehrU.S. Department of TransportationHal Levin

Indoor Air Bulletin

William H. McCredieNational Particleboard AssociationJean F. MatesonMateson Environmental Management, Inc.Keith MestrichFood and Allied Service TradesEugene M. Moreau

Indoor Air Program,Maine Department of Human ServicesNiren L. NagdaGEOMET Technologies, Inc.Fred NelsonNational Foundation for theChemically Hypersensitive


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Acknowledgements xv

Laura OatmanIndoor Air Quality Program,Minnesota Department of HealthAndrew PersilyNational Institute for Standards and

TechnologyGeorge R. PhelpsThermal Insulation ManufacturersAssociation, Inc.Wiliam A. PugsleyLincoln-Lancaster County HealthDepartment (Nebraska)G.S. RajhansOntario Ministry of LabourSusan RoseU.S. Department of EnergySteven A. ScalaU.S. Public Health ServiceJames SharpeThe Charles E. Smith CompaniesRichard J. Shaughnessy, IIIIndoor Air Program, University of TulsaThomas J. ShepichOccupational Safety and HealthAdministrationHenry J. SingerGeneral Services AdministrationPhilip A. SquairAir-Conditioning and RefrigerationInstitute

John H. StrattonSheet Metal and Air ConditioningContractors AssociationKenneth M. SufkaAssociated Air Balance CouncilJohn M. TalbottU.S. Department of Energy

Simon TurnerHealthy Buildings International, Inc.Richard A. VersenManville Technical CenterDavidge WarfieldNational Air Duct Cleaners AssociationLewis Weinstock Forsyth County Environmental AffairsDepartment (Georgia)John F. WelchSafe Buildings AllianceArthur E. WheelerWheeler Engineering CompanyJim H. WhiteCanada Mortgage and HousingCorporationW. Curtis White

Aegis Environmental Management, Inc.Alexander J. WillmanNational Energy Management InstituteMyra WinfieldVeterans Administration (Texas)James E. WoodsCollege of Architecture and Urban Studies,Virginia Polytechnic Institute

Rita Cohen, of ICF, Inc., assisted in theproject management for the developmentof this document. Marie ONeill, of TheBruce Company, provided editorial and

coordination assistance. EPA and NIOSHextend special thanks to Linda Berns,Terry Savage, and others at the firm of Berns & Kay, Ltd. for their effort andenthusiasm in designing and producing thedocument under tight deadlines.


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BASICS


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About This Document 1

1About This Document

BEFORE YOU BEGIN

The goal of this guidance document is tohelp you prevent indoor air qualityproblems in your building and resolve suchproblems promptly if they do arise. Itrecommends practical actions that can becarried out by facility staff, outsidecontractors, or both. The document willhelp you to integrate IAQ-related activitiesinto your existing organization and identifywhich of your staff have the necessaryskills to carry out those activities.

This is a long document. It would beconvenient if all of the ideas it containscould be summed up in a few shortrecommendations, such as: check forunderventilation and isolate pollutantsources. However, such statementswould only be helpful to people who arealready familiar with indoor air qualityconcerns. If the owners manual for your

car said to check your pollution controlvalves every year, but didnt say how tofind out whether they were workingproperly, you would need either a moredetailed manual or the money to hire amechanic. Dont be discouraged by thenumber of pages in your hands. Once youbegin to understand the factors thatinfluence indoor air quality in yourbuilding, you can move from section tosection, reading what you need to know atthe moment and leaving the rest until later.

Some Basic Assumptions

EPA and NIOSH recognize that manyfactors influence how an individual owneror manager can put the information in thisguide to use. The skills of facility staff andthe uses of the building can vary widely,

affecting the types of IAQ problems thatare likely to arise and the most effectiveapproach to resolving those problems.

The assumptions used in preparing thisguide include:

The expense and effort required toprevent most IAQ problems is much lessthan the expense and effort required toresolve problems after they develop.Many IAQ problems can be preventedby educating facility management, staff,and occupants about the factors thatcreate such problems. When IAQproblems do arise, they can often beresolved using skills that are availablein-house.The basic issues and activities involvedin preventing and resolving IAQ prob-lems are similar for buildings of manydifferent designs and uses.If outside assistance is needed to solve

an IAQ problem, the best results will beachieved if building owners and manag-ers are informed consumers.

How this Guide is Organized

This guide is divided into topic areasmarked by tabs. Tab I marks introductorymaterial directed toward all users of thedocument. Tab II is directed to buildingowners and facility managers who do nothave a current IAQ problem and want toprevent such problems from arising. If youcurrently have an indoor air qualityproblem, Tab III provides guidance tohelp resolve that problem. The appendicesmarked by Tab IV present informationthat may not be critical to resolving mostindoor air quality problems but could beuseful reading for additional background


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2 Section 1

on major IAQ topics. Abbreviated sampleforms are included throughout the text sothat readers can see what types of informa-tion can be collected using the forms pro-vided in this document. Tab V contains

the complete forms discussed in the text.These can be photocopied for use by youand your staff.

As you read this document, you will findthat some guidance points are repeated.This was intentional, as it allows you touse the sections on prevention, diagnosis,and mitigation as stand-alone guides.

Tab I: Basics

Section 2: Factors Affecting Indoor Air

QualityIndoor air quality is not a simple, easilydefined concept like a desk or a leakyfaucet. It is a constantly changing interac-tion of a complex set of factors. Four of the most important elements involved inthe development of indoor air qualityproblems are: a source of odors orcontaminants; a problem with the design oroperation of the HVAC system; a pathwaybetween the source and the location of thecomplaint; and the building occupants.

Read Section 2 for an introduction to thefactors that influence indoor air quality. Abasic understanding of these factors iscritical to investigating and resolving IAQproblems.

Section 3: Effective Communication

An effective communication system helpsfacility managers, staff, contractors, andoccupants to clarify their responsibilitiesand cooperate in identifying potential IAQproblems. Building occupants can bevaluable allies in resolving indoor air qual-ity problems. On the other hand, evensmall problems can have disruptive andpotentially costly consequences if occu-pants become frustrated and mistrustful.Effective communications are the key tocooperative problem-solving.

Good communications can be promotedthrough a group that represents all of theinterested parties in the building. Manyorganizations have health and safety com-mittees that can fill this role. Section 3

suggests ways to work productively withbuilding occupants to prevent IAQ prob-lems and to maintain good communica-tions during IAQ investigations.

Tab II: Preventing IAQProblems

Section 4: Developing an IAQ Profile

An IAQ profile is a picture of buildingconditions from the perspective of indoorair quality. A review of construction andoperating records, combined with aninspection of building conditions, helps toreveal potential indoor air problems andidentify building areas that require specialattention to prevent problems in the future.Baseline data collected for the IAQ profilecan facilitate later investigations, shouldproblems arise. Section 4 suggests a three-stage approach to developing an IAQprofile and describes the products of eachstage.

Section 5: Managing Buildings for GoodIAQ

Many indoor air problems can be pre-vented by following common senserecommendations, such as: maintain goodsanitation, provide adequate ventilation,and isolate pollutant sources. Otherpreventive measures may require a carefulreview of job descriptions, contracts,supplies, and schedules. It is important todesignate an IAQ manager to bear respon-sibility for coordinating the effort in yourbuilding. Section 5 discusses key elementsto include in your IAQ management plan.

Tab III: Resolving IAQProblems

Section 6: Diagnosing IAQ Problems

Most IAQ investigations begin in response


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About This Document 3

to a complaint from one or more buildingoccupants. IAQ complaints can affectentire buildings or be limited to areas assmall as an individual work station. Thegoal of the investigation is to resolve the

complaint without causing other problems.Section 6 describes a variety of informa-

tion-gathering strategies used to identifythe cause of an IAQ problem. This sectionprovides suggestions for in-house staff who have been given the responsibility of investigating the problem. It will also helpbuilding management to understand andoversee the activities of any outsideprofessionals who may be brought in toassist in the investigation.

Section 7: Mitigating IAQ Problems

The basic approaches to mitigating indoorair quality problems are: control of pollutant sources; modifications to theventilation system; air cleaning; andcontrol of exposures to occupants. Suc-cessful mitigation often involves a combi-nation of these techniques.

Section 7 provides criteria for judgingpotential mitigation strategies and fordetermining whether a problem has been

solved. It includes brief descriptions of common indoor air quality problems andpossible solutions.

Section 8: Hiring Professional Assis-tance to Solve an IAQ Problem

Indoor air quality is an emerging andinterdisciplinary field. Section 8 providesguidance in hiring professional assistanceif you decide that outside expertise isneeded to determine the cause of an IAQ

problem.

Tab IV: Appendices

Appendix A: Common IAQMeasurements A General Guide

Appendix A describes measurementtechniques that are commonly used for

IAQ investigations. If you are responsiblefor developing an IAQ profile or investi-gating an IAQ complaint, Appendix Aprovides suggestions for collecting andinterpreting information on: temperature

and humidity; airflow patterns; carbondioxide; ventilation (outdoor) air quanti-ties; and commonly measured environmen-tal contaminants.

Appendix B: HVAC Systems and IAQ

Appendix B presents basic information onHVAC system designs and componentsand their effects on indoor air quality.This appendix is designed to accompanythe HVAC Checklists in Tab V.

Appendix C: Moisture, Mold andMildew

Appendix C discusses indoor moisture andits relationship to mold and mildewgrowth. The role of humidity in creatingmold and mildew problems is oftenmisunderstood because relative humidityreadings taken in the breathing zone of anoccupied space give little indication of conditions at the wall and ceiling surfacesor in the wall cavities. This appendixdescribes ways in which to evaluate howmoisture may be causing indoor air qualityproblems and how successful differentmitigation measures may be in reducingthose problems.

Appendix D: Asbestos

Appendix D is a brief discussion of asbestos. If asbestos is a concern in yourbuilding, this appendix and the Appendix Gsection will direct you to sources of detailed guidance.

Appendix E: Radon

Appendix E is a brief discussion of radon.To learn more about how to check forradon in your building, refer to thisappendix. Appendix G will direct you to


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4 Section 1

other sources of information.

Appendix F: Glossary and Acronyms

Appendix F explains scientific andengineering terminology that may be

unfamiliar to some readers.

Appendix G: Resources

Appendix G is intended for readers whowant to pursue more detailed informationabout indoor air quality. It includes thenames, addresses, and telephone numbersof Federal, State, and private sector organi-zations with interests related to IAQ, aswell as a list of selected publications.

Contaminant emission and movement inbuildings is an emerging field of study.Building owners, facility managers, andengineers are urged to keep abreast of newinformation through professional journalsand seminars in addition to relying on theguidance presented in this document.

Tab V: Indoor Air Quality Forms

Tab V contains a full set of the formsdescribed in Tabs II and III. Buildingmanagers are encouraged to reproduce anduse these blank forms. You may want to

modify elements of these forms to reflectconditions in your particular building.

WARNING

Please note the following as you prepare touse this manual:

Modification of building functions toremedy air quality complaints may createother problems. A thorough understand-ing of all of the factors that interact tocreate indoor quality problems can helpto avoid this undesirable outcome.The guidance in this document is notintended as a substitute for appropriateemergency action in the event of ahazardous situation that may beimminently threatening to life or safety.The implementation of mitigationrecommendations reached as a result of an indoor air quality evaluation shouldalways be done in accordance with locallaws and good practice. Changes to theoverall design and operation of thebuilding may necessitate the involve-ment of a registered professional engi-neer or other registered or certifiedprofessionals.In the event that medical records areutilized in the course of evaluating an

IAQ problem, appropriate legal confi-dentiality must be maintained.


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Factors Affecting Indoor Air Quality 5

2T he indoor environment in any buildingis a result of the interaction between thesite, climate, building system (originaldesign and later modifications in thestructure and mechanical systems), con-struction techniques, contaminant sources(building materials and furnishings,moisture, processes and activities within thebuilding, and outdoor sources), andbuilding occupants.

The following four elements are involvedin the development of indoor air qualityproblems:

Source: there is a source of contaminationor discomfort indoors, outdoors, or withinthe mechanical systems of the building.

HVAC: the HVAC system is not able tocontrol existing air contaminants and ensurethermal comfort (temperature and humidityconditions that are comfortable for mostoccupants).

Pathways: one or more pollutant pathwaysconnect the pollutant source to the occu-pants and a driving force exists to movepollutants along the pathway(s).

Occupants: building occupants are present.

It is important to understand the role thateach of these factors may play in order toprevent, investigate, and resolve indoor airquality problems.

SOURCES OF INDOOR AIR

CONTAMINANTSIndoor air contaminants can originatewithin the building or be drawn in fromoutdoors. If contaminant sources are notcontrolled, IAQ problems can arise, even if the HVAC system is properly designed andwell-maintained. It may be helpful to think of air pollutant sources as fitting into one of

the categories that follow. The examplesgiven for each category are not intended tobe a complete list.

Sources Outside Building

Contaminated outdoor airpollen, dust, fungal sporesindustrial pollutantsgeneral vehicle exhaust

Emissions from nearby sources

exhaust from vehicles on nearby roadsor in parking lots, or garagesloading docksodors from dumpstersre-entrained (drawn back into thebuilding) exhaust from the buildingitself or from neighboring buildingsunsanitary debris near the outdoor airintake

Soil gasradonleakage from underground fuel tankscontaminants from previous uses of thesite (e.g., landfills)pesticides

Moisture or standing water promotingexcess microbial growth

rooftops after rainfallcrawlspace

Equipment

HVAC systemdust or dirt in ductwork or other

componentsmicrobiological growth in drip pans,humidifiers, ductwork, coilsimproper use of biocides, sealants, and/ or cleaning compoundsimproper venting of combustionproductsrefrigerant leakage

Factors Affecting Indoor Air Quality

Four elementssources, the HVAC

system, pollutant

pathways, and

occupantsare

involved in the

development of IAQ

problems.


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6 Section 2

Non-HVAC equipmentemissions from office equipment (vola-tile organic compounds, ozone)supplies (solvents, toners, ammonia)emissions from shops, labs, cleaning

processeselevator motors and other mechanicalsystems

Human Activities

Personal activitiessmokingcookingbody odorcosmetic odors

Housekeeping activitiescleaning materials and procedures

emissions from stored supplies or trashuse of deodorizers and fragrancesairborne dust or dirt (e.g., circulated bysweeping and vacuuming)

Maintenance activitiesmicroorganisms in mist from improp-erly maintained cooling towersairborne dust or dirtvolatile organic compounds from use of paint, caulk, adhesives, and otherproductspesticides from pest control activitiesemissions from stored supplies

Building Components and Furnishings

Locations that produce or collect dust or fibers

textured surfaces such as carpeting,curtains, and other textilesopen shelvingold or deteriorated furnishingsmaterials containing damaged asbestos

Unsanitary conditions and water damage

microbiological growth on or in soiledor water-damaged furnishingsmicrobiological growth in areas of surface condensationstanding water from clogged or poorlydesigned drainsdry traps that allow the passage of sewer gas

Given our present

knowledge, it is

difficult to relate

complaints of

specific health

effects to exposures

to specific pollutant

concentrations,especially since the

significant exposures

may be to low levels

of pollutant mixtures.

Chemicals released from building components or furnishings

volatile organic compounds orinorganic compounds

Other Sources

Accidental eventsspills of water or other liquidsmicrobiological growth due to floodingor to leaks from roofs, pipingfire damage (soot, PCBs from electricalequipment, odors)

Special use areas and mixed use buildingssmoking loungeslaboratoriesprint shops, art roomsexercise roomsbeauty salonsfood preparation areas

Redecorating/remodeling/repair activitiesemissions from new furnishingsdust and fibers from demolitionodors and volatile organic and inorganiccompounds from paint, caulk, adhesivesmicrobiologicals released from demoli-tion or remodeling activities

Indoor air often contains a variety of

contaminants at concentrations that are farbelow any standards or guidelines foroccupational exposure. Given our presentknowledge, it is difficult to relate com-plaints of specific health effects to expo-sures to specific pollutant concentrations,especially since the significant exposuresmay be to low levels of pollutant mixtures.

HVAC SYSTEM DESIGN ANDOPERATION

The HVAC system includes all heating,cooling, and ventilation equipment servinga building: furnaces or boilers, chillers,cooling towers, air handling units, exhaustfans, ductwork, filters, steam (or heatingwater) piping. Most of the HVAC discus-sion in this document applies both to centralHVAC systems and to individual compo-nents used as stand-alone units.


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A properly designed and functioningHVAC system:

provides thermal comfortdistributes adequate amounts of outdoorair to meet ventilation needs of all

building occupantsisolates and removes odors and con-taminants through pressure control,filtration, and exhaust fans

Thermal Comfort

A number of variables interact to deter-mine whether people are comfortable withthe temperature of the indoor air. Theactivity level, age, and physiology of eachperson affect the thermal comfort require-

ments of that individual. The AmericanSociety of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE)Standard 55-1981 describes the tempera-ture and humidity ranges that are comfort-able for most people engaged in largelysedentary activities. That information issummarized on page 57. The ASHRAEstandard assumes normal indoorclothing. Added layers of clothing reducethe rate of heat loss.

Uniformity of temperature is important

to comfort. When the heating and coolingneeds of rooms within a single zonechange at different rates, rooms that areserved by a single thermostat may be atdifferent temperatures. Temperaturestratification is a common problem causedby convection, the tendency of light, warmair to rise and heavier, cooler air to sink. If air is not properly mixed by the ventilationsystem, the temperature near the ceilingcan be several degrees warmer than atfloor level. Even if air is properly mixed,uninsulated floors over unheated spacescan create discomfort in some climatezones. Large fluctuations of indoortemperature can also occur when controlshave a wide dead band (a temperaturerange within which neither heating norcooling takes place).

A number of

variables, including

personal activity

levels, uniformity of

temperature, radiant

heat gain or loss, and

humidity, interact to

determine whether

people arecomfortable with the

temperature of the

indoor air.

Radiant heat transfer may cause peoplelocated near very hot or very cold surfacesto be uncomfortable even though thethermostat setting and the measured airtemperature are within the comfort range.

Buildings with large window areas some-times have acute problems of discomfortdue to radiant heat gains and losses, withthe locations of complaints shifting duringthe day as the sun angle changes. Largevertical surfaces can also produce asignificant flow of naturally-convecting air,producing complaints of draftiness.Adding insulation to walls helps tomoderate the temperature of interior wallsurfaces. Closing curtains reduces heatingfrom direct sunlight and isolates buildingoccupants from exposure to windowsurfaces (which, lacking insulation, arelikely to be much hotter or colder than thewalls).

Humidity is a factor in thermal comfort.Raising relative humidity reduces theability to lose heat through perspiration andevaporation, so that the effect is similar toraising the temperature. Humidity ex-tremes can also create other IAQ problems.Excessively high or low relative humidities

can produce discomfort, while high relativehumidities can promote the growth of moldand mildew (see Appendix C ).

Ventilation to Meet OccupantNeeds

Most air handling units distribute a blendof outdoor air and recirculated indoor air.HVAC designs may also include units thatintroduce 100% outdoor air or that simplytransfer air within the building. Uncon-trolled quantities of outdoor air enterbuildings by infiltration through windows,doors, and gaps in the exterior construc-tion. Thermal comfort and ventilationneeds are met by supplying conditionedair (a blend of outdoor and recirculated airthat has been filtered, heated or cooled, andsometimes humidified or dehumidified).


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8 Section 2

Large buildings often have interior(core) spaces in which constant coolingis required to compensate for heat gener-ated by occupants, equipment, andlighting, while perimeter rooms may

require heating or cooling depending onoutdoor conditions.

Two of the most common HVACdesigns used in modern public andcommercial buildings are constant volumeand variable air volume systems. Con-stant volume systems are designed toprovide a constant airflow and to vary theair temperature to meet heating andcooling needs. The percentage of outdoorair may be held constant, but is oftencontrolled either manually or automaticallyto vary with outdoor temperature andhumidity. Controls may include a mini-mum setting that should allow the systemto meet ventilation guidelines for outdoorair quantities under design conditions.

Variable air volume (VAV) systemscondition supply air to a constant tempera-ture and ensure thermal comfort by varyingthe airflow to occupied spaces. Most earlyVAV systems did not allow control of theoutdoor air quantity, so that a decreasing

amount of outdoor air was provided as theflow of supply air was reduced. Somemore recent designs ensure a minimumsupply of outdoor air with static pressuredevices in the outdoor air stream. Addi-tional energy-conserving features such aseconomizer control or heat recovery arealso found in some buildings.

Good quality design, installation, andtesting and balancing are critically impor-tant to the proper operation of all typesof HVAC systems, especially VAV

systems, as are regular inspections andmaintenance. (See Appendix B for furtherdiscussion of HVAC system types.)

The amount of outdoor air consideredadequate for proper ventilation has variedsubstantially over time. The currentguideline issued by ASHRAE is ASHRAEStandard 62-1989. The building code thatwas in force when your building HVAC

system was designed may well haveestablished a lower amount of ventilation(in cubic feet of outdoor air per minute perperson) than is currently recommended.(A table of outdoor air quantities recom-mended by ASHRAE is reproduced onpage 136 in Appendix B. Note that otherimportant aspects of the standard are notincluded in this table.)

Control of Odors andContaminants

One technique for controlling odors andcontaminants is to dilute them withoutdoor air. Dilution can work only if there is a consistent and appropriate flow

of supply air that mixes effectively withroom air. The term ventilation effi-ciency is used to describe the ability of the ventilation system to distribute supplyair and remove internally generatedpollutants. Researchers are currentlystudying ways to measure ventilationefficiency and interpret the results of thosemeasurements.

Another technique for isolating odorsand contaminants is to design and operatethe HVAC system so that pressurerelationships between rooms are con-trolled. This control is accomplished byadjusting the air quantities that aresupplied to and removed from each room.If more air is supplied to a room than isexhausted, the excess air leaks out of thespace and the room is said to be underpositive pressure . If less air is suppliedthan is exhausted, air is pulled into thespace and the room is said to be undernegative pressure .

Control of pressure relationships iscritically important in mixed use buildingsor buildings with special use areas.Lobbies and buildings in general are oftendesigned to operate under positive pressureto prevent or minimize the infiltration of unconditioned air, with its potential tocause drafts and introduce dust, dirt, andthermal discomfort. Without properoperation and maintenance, these pressure

The amount of

outdoor air

considered adequate

for proper ventilation

has varied

substantially over

time. The current

guideline issued by

ASHRAE is Standard

62-1989.


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Chases, crawlspaces, and other hidden spaces can be both sources and pathways for pollutants.

differences are not likely to remain asoriginally designed.

A third technique is to use local exhaustsystems (sometimes known as dedicatedexhaust ventilation systems) to isolate and

remove contaminants by maintainingnegative pressure in the area around thecontaminant source. Local exhaust can belinked to the operation of a particular pieceof equipment (such as a kitchen range) orused to treat an entire room (such as asmoking lounge or custodial closet). Airshould be exhausted to the outdoors, notrecirculated, from locations which producesignificant odors and high concentrationsof contaminants (such as copy rooms,bathrooms, kitchens, and beauty salons).

Spaces where local exhaust is used mustbe provided with make-up air and the localexhaust must function in coordination withthe rest of the ventilation system. Undersome circumstances, it may be acceptableto transfer conditioned air from relativelyclean parts of a building to comparativelydirty areas and use it as make-up air for alocal exhaust system. Such a transfer canachieve significant energy savings.

Air cleaning and filtration devices

designed to control contaminants are foundas components of HVAC systems (forexample, filter boxes in ductwork) and canalso be installed as independent units. Theeffectiveness of air cleaning depends uponproper equipment selection, installation,operation, and maintenance. Cautionshould be used in evaluating the many newtechnological developments in the field of air cleaning and filtration.

POLLUTANT PATHWAYS AND

DRIVING FORCESAirflow patterns in buildings result fromthe combined action of mechanicalventilation systems, human activity, andnatural forces. Pressure differentialscreated by these forces move airbornecontaminants from areas of relativelyhigher pressure to areas of relatively lowerpressure through any available openings.

The HVAC system is generally thepredominant pathway and driving force forair movement in buildings. However, allof a buildings components (walls, ceilings,floors, penetrations, HVAC equipment, andoccupants) interact to affect the distributionof contaminants.

For example, as air moves from supplyregisters or diffusers to return air grilles, itis diverted or obstructed by partitions,walls, and furnishings, and redirected byopenings that provide pathways for airmovement. On a localized basis, themovement of people has a major impact onthe movement of pollutants. Some of thepathways change as doors and windowsopen and close. It is useful to think of theentire building the rooms and theconnections (e.g., chases, corridors,stairways, elevator shafts) between them as part of the air distribution system.

Natural forces exert an importantinfluence on air movement between zonesand between the buildings interior andexterior. Both the stack effect and windcan overpower a buildings mechanicalsystem and disrupt air circulation andventilation, especially if the buildingenvelope is leaky.

Stack effect is the pressure driven flowproduced by convection (the tendency of


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1 0 Section 2

warm air to rise). The stack effect existswhenever there is an indoor-outdoortemperature difference and becomesstronger as the temperature differenceincreases. As heated air escapes from

upper levels of the building, indoor airmoves from lower to upper floors, andreplacement outdoor air is drawn intoopenings at the lower levels of buildings.Stack effect airflow can transport contami-nants between floors by way of stairwells,elevator shafts, utility chases, or otheropenings.

Wind effects are transient, creating localareas of high pressure (on the windwardside) and low pressure (on the leewardside) of buildings. Depending on theleakage openings in the building exterior,wind can affect the pressure relationshipswithin and between rooms.

The basic principle of air movement fromareas of relatively higher pressure to areasof relatively lower pressure can producemany patterns of contaminant distribution,including:

local circulation in the room containingthe pollutant sourceair movement into adjacent spaces that

are under lower pressure ( Note : Even if two rooms are both under positivepressure compared to the outdoors, oneroom is usually at a lower pressure thanthe other.)recirculation of air within the zonecontaining the pollutant source or inadjacent zones where return systemsoverlapmovement from lower to upper levels of the buildingair movement into the building through

either infiltration of outdoor air orreentry of exhaust air

Air moves from areas of higher pressureto areas of lower pressure through anyavailable openings. A small crack or holecan admit significant amounts of air if thepressure differentials are high enough(which may be very difficult to assess.)

Even when the building as a whole ismaintained under positive pressure, there isalways some location (for example, theoutdoor air intake) that is under negativepressure relative to the outdoors. Entry of

contaminants may be intermittent, occur-ring only when the wind blows from thedirection of the pollutant source. Theinteraction between pollutant pathways andintermittent or variable driving forces canlead to a single source causing IAQcomplaints in areas of the building that aredistant from each other and from thesource.

BUILDING OCCUPANTS

The term building occupants is generallyused in this document to describe peoplewho spend extended time periods (e.g., afull workday) in the building. Clients andvisitors are also occupants; they may havedifferent tolerances and expectations fromthose who spend their entire workdays inthe building, and are likely to be moresensitive to odors.

Groups that may be particularly suscep-tible to effects of indoor air contaminantsinclude, but are not limited to:

allergic or asthmatic individualspeople with respiratory diseasepeople whose immune systems aresuppressed due to chemotherapy,radiation therapy, disease, or othercausescontact lens wearers

Some other groups are particularlyvulnerable to exposures of certainpollutants or pollutant mixtures. Forexample, people with heart disease may be

more affected by exposure at lower levelsof carbon monoxide than healthyindividuals. Children exposed to environ-mental tobacco smoke have been shown tobe at higher risk of respiratory illnessesand those exposed to nitrogen dioxide havebeen shown to be at higher risk fromrespiratory infections.

The basic principle of

air movement from

areas of relatively

higher pressure to

areas of relatively

lower pressure can

produce many

patterns of

contaminantdistribution.


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Factors Affecting Indoor Air Quality 1 1

Because of varying sensitivity amongpeople, one individual may react to aparticular IAQ problem while surroundingoccupants have no ill effects. (Symptomsthat are limited to a single person can also

occur when only one work station receivesthe bulk of the pollutant dose.) In othercases, complaints may be widespread.

A single indoor air pollutant or problemcan trigger different reactions in differentpeople. Some may not be affected at all.Information about the types of symptomscan sometimes lead directly to solutions.However, symptom information is morelikely to be useful for identifying the timingand conditions under which problemsoccur.

Types of Symptoms andComplaints

The effects of IAQ problems are often non-specific symptoms rather than clearlydefined illnesses. Symptoms commonlyattributed to IAQ problems include:

headachefatigueshortness of breathsinus congestioncoughsneezingeye, nose, and throat irritationskin irritationdizzinessnausea

All of these symptoms, however, may alsobe caused by other factors, and are notnecessarily due to air quality deficiencies.

Health and comfort are used todescribe a spectrum of physical sensations.

For example, when the air in a room isslightly too warm for a persons activitylevel, that person may experience milddiscomfort. If the temperature continues torise, discomfort increases and symptomssuch as fatigue, stuffiness, and headachescan appear.

Some complaints by building occupantsare clearly related to the discomfort end of the spectrum. One of the most commonIAQ complaints is that theres a funnysmell in here. Odors are often associated

with a perception of poor air quality,whether or not they cause symptoms.Environmental stressors such as improperlighting, noise, vibration, overcrowding,ergonomic stressors, and job-relatedpsychosocial problems (such as job stress)can produce symptoms that are similar tothose associated with poor air quality.

The term sick building syndrome (SBS)is sometimes used to describe cases inwhich building occupants experience acutehealth and comfort effects that are appar-ently linked to the time they spend in thebuilding, but in which no specific illness orcause can be identified. The complaintsmay be localized in a particular room orzone or may be widespread throughout thebuilding. Many different symptoms havebeen associated with SBS, includingrespiratory complaints, irritation, andfatigue. Analysis of air samples often failsto detect high concentrations of specificcontaminants. The problem may be caused

by any or all of the following:the combined effects of multiplepollutants at low concentrationsother environmental stressors(e.g., overheating, poor lighting, noise)ergonomic stressors

job-related psychosocial stressors(e.g., overcrowding, labor-managementproblems)unknown factors

Building-related illness (BRI) is a termreferring to illness brought on by exposureto the building air, where symptoms of diagnosable illness are identified (e.g.,certain allergies or infections) and can bedirectly attributed to environmental agentsin the air. Legionnaires disease andhypersensitivity pneumonitis are examplesof BRI that can have serious, even life-threatening consequences.

Environmental

stressors such as

improper lighting,

noise, vibration,

overcrowding,

ergonomic stressors,

and job-related

psychosocial

problems (such as jobstress) can produce

symptoms that are

similar to those

associated with poor

air quality.


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1 2 Section 2

A small percentage of the populationmay be sensitive to a number of chemicalsin indoor air, each of which may occur atvery low concentrations. The existence of this condition, which is known as multiple

chemical sensitivity (MCS) , is a matter of considerable controversy. MCS is notcurrently recognized by the major medicalorganizations, but medical opinion isdivided, and further research is needed.The applicability of access for the disabledand workers compensation regulations topeople who believe they are chemicallysensitive may become concerns for facilitymanagers.

Sometimes several building occupantsexperience rare or serious health problems(e.g., cancer, miscarriages, Lou Gehrigsdisease) over a relatively short time period.These clusters of health problems are

occasionally blamed on indoor air quality,and can produce tremendous anxietyamong building occupants. State or localHealth Departments can provide adviceand assistance if clusters are suspected.They may be able to help answer keyquestions such as whether the apparentcluster is actually unusual and whether theunderlying cause could be related to IAQ.


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Effective Communication 1 3

Effective Communication

3potential problems to the attention of building staff and management, and fostera sense of shared responsibility formaintaining a safe and comfortable indoorenvironment.The group will be most successful if itrepresents the diverse interests in thebuilding, including:building ownerbuilding managerfacility personnelhealth and safety officialstenants and/or other occupants who arenot facility staff union representatives (or other workerrepresentatives)

Clarify Responsibilities

It is important to define the responsibilitiesof building management, staff, andoccupants in relation to indoor air quality.

These responsibilities can be formalized byincorporating them into documents such asemployee manuals or lease agreements.

T his section discusses establishing andmaintaining a communication system thatcan help prevent indoor air qualityproblems and resolve problems coopera-tively if they do arise. If you are currentlyresponding to an indoor air qualitycomplaint, you may want to skip ahead tothe discussion of Communicating to

Resolve IAQ Problems on page 15.

COMMUNICATING TO PREVENTIAQ PROBLEMS

Effective communication can encouragebuilding occupants to improve their work environment through positive contribu-tions. The following objectives should bekept in mind while reviewing and revisingyour current approach to communicatingwith occupants:

provide accurate information aboutfactors that affect indoor air quality

clarify the responsibilities of each party(e.g., building management, staff, ten-ants, contractors)establish an effective system for loggingand responding to complaints shouldthey occur

Provide Accurate Information

Many indoor air quality problems can beprevented if staff and building occupantsunderstand how their activities affect IAQ.You may already have a health and safetycommittee functioning to promote goodworking conditions. If so, it is easy to addindoor air quality to their list of concerns.If you do not have a health and safetycommittee, consider establishing one orsetting up a joint management-tenant IAQtask force. Whatever its official designa-tion, such a group can help to disseminateinformation about indoor air quality, bring

The occupant in this room covered the supply air vents with papers. Whether this was done to reduce uncomfortable drafts or to provide more shelf space, the result can disrupt the air flow, not only through this room but elsewhere in the building. By tampering with the air handling system, occupants can unintentionally cause complaints in other areas.


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1 4 Section 3

projected ranges of occupants. If theoccupancy rate becomes a problem, it maybe helpful to refer to a standard referencesuch as ASHRAE Standard 62-1989 toshow occupants that keeping occupancy

within the ventilation capacity serves thegoal of providing a quality work environ-ment and is not an arbitrary decision bybuilding management.

Modifications: Review plans that mayinvolve increases in the number of occu-pants, relocation of walls or partitions,installation of new equipment, or changesin the use of space. Building owners,facility managers, and occupants shareresponsibility for monitoring new equip-ment installation and changes in the use of space. The review process allows potentialindoor air quality problems to be identifiedso that the HVAC system can be modifiedas needed. Only authorized maintenancepersonnel should adjust air supply orexhaust vents; however, if occupants areexpected to follow such a hands-offpolicy, facility management must respondpromptly to IAQ complaints.

Notification of planned activities:Establish a procedure for informing tenants

before the start of activities that produceodors or contaminants (e.g., maintenance,pest control, repair, remodeling,redecorating).

Establish a System forResponding to Complaints

Many organizations have establishedprocedures for responding to occupantcomplaints that can be modified to includeindoor air quality concerns. To avoidfrustrating delays, building occupants needto know how to express their complaintsabout IAQ. More importantly, they need toknow how to locate responsible staff andwhere to obtain complaint forms. Thisinformation can be posted on bulletinboards, circulated in memos or newsletters,or publicized by some other means.

Use of Space: Educate occupants about thepermitted uses and maximum occupancy of different areas within the building andmake sure that appropriate ventilation isprovided for the activities that are permit-ted. Indoor air quality complaints oftenarise in mixed-use buildings. For example,kitchen staff expect food odors as part of their work, but nearby office workers mayfind cooking odors distracting and unpleas-ant. Problems can also arise when oldtenants leave and new arrivals introducenew uses of the building.

Occupancy Rate: Inform occupants aboutthe importance of keeping the buildingmanagement informed about significant

changes in the number of people regularlyusing particular areas of the building. Theventilation systems in buildings aredesigned and operated to supply air to

MANAGEMENT AND OCCUPANT COOPERATIONON INDOOR AIR QUALITY

The State of Wisconsins Quality Building Management system hashelped to unite the diverse interests involved in operating and usingState office buildings. Tenants and facility personnel volunteers to

serve on teams, working cooperatively to improve the quality of theindoor environment.Each team was assigned a specific area for which it drafted Ideal

Building Standards. Air quality was one such area; others includedelevators, rest rooms, and work spaces. The IAQ teams were trainedin conducting research; toured mechanical rooms to achieve a betterunderstanding of building operations; read articles; and listened topresentations on IAQ, ventilation, and related topics.

The proposed Ideal Building Standards were reviewed with othertenants and then used as a basis for Quality Improvement Plans.Some elements of the Quality Improvement Plans identify responsi-bilities of the tenants, such as adopting good housekeeping practicesto improve the work environment and facilitate cleaning. Responsi-bilities identified as belonging to building management are reflected in

work plans and budget decisions.Since implementation of this management system, interactionsbetween building management and tenants have improved. Tenantsactively seek out management staff to discuss concerns. However,they are also more willing to review their own actions when lookingfor potential causes of IAQ problems.


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Complaints should be handledpromptly, with every incident givenserious attention. It is advisable toestablish a recordkeeping system thatcross-references documentation oncomplaints with records of equipmentoperation and maintenance. Therecordkeeping system can help to resolvecomplaints by collecting information in aform that highlights patterns of problems(for example, complaints that occur at aregular time of day or in the same area of the building). The IAQ Complaint Formand Incident Log shown here and on thefollowing page (and also reproduced inTab V) can be used to track complaintsrelated to the indoor environment.

COMMUNICATING TO RESOLVEIAQ PROBLEMS

In many cases, building managers may bealerted to potential indoor air qualityproblems by complaints from occupants.The complaints can be vague, to the effectthat one or more people feel sick oruncomfortable or that someone hasnoticed an unusual odor. They may bespecific, blaming a particular material as

the cause of discomfort or health problems.People are usually reacting to a realproblem, so their complaints should betaken seriously. However, they mayattribute their symptoms to the wrongcause, so their theories about the problemshould be heard respectfully but weighedcautiously.

Indoor air quality problems cansometimes be identified and resolvedquickly. On other occasions, complaintsoriginate from the interaction of severalvariables, and detailed investigation maybe necessary in order to resolve theproblem.

The Importance of Respondingto IAQ Complaints

Listening and responding to buildingoccupants is critical to achieving a

successful resolution of indoor air qualitycomplaints. IAQ complaints may begrounded in poor indoor air quality,thermal conditions, noise, glare, or even

job stresses. However, it is in the buildingmanagers best interest to respond to allcomplaints about the indoor environmentpromptly and seriously and to establishcredibility through open communicationwith building occupants. The biggestmistake that building managers can makein the face of an IAQ complaint is to

underestimate the problems that can resultif building occupants believe that no actionis being taken or that important informa-tion is being withheld. Without opencommunication, any IAQ problem canbecome complicated by anxiety, frustra-tion, and distrust, delaying its resolution.

Paying attention to communication, aswell as problem-solving, helps to ensure

Sample FormIndoor Air Quality Complaint Form

This form should be used if your complaint may be related to indoor air

quality. Indoor air quality problems include concerns with temperaturecontrol, ventilation, and air pollutants. Your observations can help toresolve the problem as quickly as possible. Please use the space belowto describe the nature of the complaint and any potential causes.

We may need to contact you to discuss your complaint. What is the besttime to reach you?

So that we can respond promptly, please return this form to:

IAQ Manager or Contact Person

SEECOMPLETEFORMPAGE 181


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1 6 Section 3

the support and cooperation of buildingoccupants as the complaint is investigatedand resolved. The messages to convey arethat management believes it is important toprovide a healthy and safe building, thatgood indoor air quality is an essentialcomponent of a healthful indoor environ-ment, and that complaints about indoor airquality are taken seriously.

Communications, whether they occur inconversations or in writing, should includethe following information:

what types of complaints managementhas receivedmanagements policy in regard toproviding a healthy and safe environ-ment and responding to occupantcomplaintswhat management has done to date (e.g.,collecting data, responding to the

problem)what management plans to do in order tofurther investigate and correct theproblem (including the fact that outsideconsultants have been called in, if theyhave been)the names and telephone numbers of appropriate facility management,

medical, or health and safety staff towhom the occupants should turn if theyhave additional complaints or questions,or if they have information that may helpin resolving the complaints

Maintaining the Lines ofCommunication

Make certain that occupants know how tocontact the responsible personnel who canreceive and respond to IAQ complaints.Tenants may also have an internal systemfor channeling complaints, for examplethrough a health and safety representative,supervisor, or company doctor.

Indoor air quality complaints that canbe resolved quickly and that involve smallnumbers of people (e.g., annoying butharmless odors from an easily-identifiedsource) can be handled matter-of-factly

like other minor problems without riskingconfusion and bad feeling among otherbuilding occupants. Communicationbecomes a more critical issue when thereare delays in identifying and resolving theproblem and when serious health concernsare involved.

Sample Form

Incident Log

Investigation Record(check the forms that were used)

DateFileNumber

Outcome / Comments

Log Entry By(initials)

Problem Location

The messages to

convey are thatmanagement believes

it is important to

provide a healthy and

safe building, that

good indoor air

quality is an essential

component of a

healthful indoor

environment, and

that complaintsabout indoor air

quality are taken

seriously.

SEECOMPLETEFORMPAGE 183


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If the problem seems to be widespreador potentially serious, it is advisable towork with your health and safety commit-tee. If you do not have a health and safetycommittee, consider forming one, orestablishing a joint management-tenantIAQ task force. (See the discussion onpage 13.)

Productive relations will be enhanced if occupants are given basic informationduring the process of investigation andmitigation. Potential critics can becomeallies if they are invited to be part of theproblem-solving process and becomebetter educated about IAQ and buildingoperations. Building managers may beunderstandably reluctant to share testresults or consultants reports with theirtenants or employees, but secrecy in suchmatters can backfire if information leaksout at a later time.

Building management staff can beencouraged to talk directly with occupantsboth at the time a complaint occurs andlater during a diagnostic investigation.Their observations about patterns of symptoms or building conditions mayprovide helpful information.

Confidentiality of records can beimportant to occupants, especially if theyare concerned that IAQ complaints willlead to negative reactions from theiremployers. There may be legal penaltiesfor violating confidentiality of medicalrecords. By reassuring occupants thatprivacy will be respected, investigators aremore likely to obtain honest and completeinformation.

It is advisable to explain the nature of investigative activities, so that rumors and

suspicions can be countered with factualinformation. Notices or memoranda canbe delivered directly to selected occupantsor posted in general use areas. Newsletterarticles or other established communica-tion channels can also be used to keepbuilding occupants up-to-date.

Problems can arise from saying eithertoo little or too much. Premature releaseof information when data-gathering is stillincomplete can produce confusion,frustration, and mistrust at a later date.

Similar problems can result from incorrectrepresentation of risk assuming theworst case (or the best). However, if progress reports are not given, people maythink nothing (or something terrible) ishappening. It is good practice to cleareach piece of information with the facilitymanager, building owner, or legal counsel.Management should attempt to be factualand to the point when presenting informa-tion such as:

the definition of the complaint areabased upon the location and distributionof complaints (this may be revised as theinvestigation progresses)the progress of the investigation,including the types of information thatare being gathered and ways thatoccupants can helpfactors that have been evaluated andfound not to be causing or contributingto the problemhow long the investigation might take

attempts that are being made to improveindoor air qualitywork that remains to be done and theschedule for its completion

Vague discomfort, intermittent symp-toms, and complex interactions of jobstress with environmental factors, whichmake IAQ problems difficult to investi-gate, can also obscure the effects of mitigation efforts. Even after the propermitigation strategy is in place, it may takedays or weeks for contaminants to dissi-pate and symptoms to disappear. If building occupants are informed that theirsymptoms may persist for some time aftermitigation, the inability to bring instantrelief is less likely to be seen as a failure.

If the problem seemsto be widespread or

potentially serious, it

is advisable to work

with your health and

safety committee. If

you do not have a

health and safety

committee, consider

forming one, or

establishing a jointmanagement-tenant

IAQ task force.


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PREVENTING IAQ

PROBLEMS


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Developing an IAQ Profile 19

After reading this manual to develop afeel for the issues involved in maintaininggood indoor air quality in a building, thedevelopment of an IAQ profile shouldbecome a priority. The process of developing an IAQ profile should requireonly a modest effort, from a few days to afew weeks of staff time, depending on thecomplexity of your building and theamount of detailed information collected.

The work can be done in pieces over alonger period, if necessary, to fit into abuilding managers busy schedule.

Over time, it is desirable to make someactual measurements of airflow, tempera-ture, relative humidity, carbon dioxide(CO 2), and/or pressure differentials (e.g., ineach of the air handling zones or other sub-areas of the building). These measure-ments provide far better information oncurrent conditions than can be obtainedfrom the plans and specifications, even if as-built records are available.

In addition, few buildings have beenadequately commissioned, so the systemmay never have delivered the airflowsshown on the design drawings. In theevent of litigation around future IAQcomplaints, the value of the IAQ profile asa resource document will be enhanced byreal-world measurements. (Refer to

Appendix G and the ASHRAE standard oncommissioning. The EPA document ondesigning for good indoor air quality,which is due to be published in 1992, willcontain a more complete discussion of theprocess of commissioning buildings.)

4Developing an IAQ Profile

A n IAQ profile is a description of thefeatures of the building structure, function,and occupancy that impact indoor airquality. When you have completed theIAQ profile, you should have an under-s

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EPA Building Air Quality - A Guide for Building Owners and Facility Managers

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