#dellconnect | Explore Tumblr Posts and Blogs

freewhispersmaker · 7 years

Text

networking

Appendix A

SERVICE SHEET

The Australian College of Information Technology

Company/ Department: Pacific IT Solutions Address: Technician: Date Service Requested: Date of Response: / / Date Service Completed: / / Service Required: Priority: Routine: High: Urgent: Current System Status: Fully Functional: Intermittent: Not Functional: COMMENT: System Specifications: Action Taken: Parts Replaced, Installed or Upgraded: Client Advice: Client Signoff:

Appendix B

Parts Requisition Form

Technician: Company: Date of Order: / / Phone: Fax:

Part No.

Description of Components

No of Units.

www.dell.com | support.dell.com Dell™ Vostro™ 420/220/220s Setup and Quick Reference Guide This guide provides a features overview, specifications, and quick setup, software, and troubleshooting information for your computer. For more information about your operating system, devices, and technologies, see the Dell Technology Guide at support.dell.com. Models: DCSCLF, DCSCMF, DCSCSF Notes, Notices, and Cautions NOTE: A NOTE indicates important information that helps you make better use of your computer. NOTICE: A NOTICE indicates either potential damage to hardware or loss of data and tells you how to avoid the problem. CAUTION: A CAUTION indicates a potential for property damage, personal injury, or death. If you purchased a Dell™ n Series computer, any references in this document to Microsoft® Windows® operating systems are not applicable. Macrovision Product Notice This product incorporates copyright protection technology that is protected by method claims of certain U.S. patents and other intellectual property rights owned by Macrovision Corporation and other rights owners. Use of this copyright protection technology must be authorized by Macrovision Corporation, and is intended for home and other limited viewing uses only unless otherwise authorized by Macrovision Corporation. Reverse engineering or disassembly is prohibited. ____________________ Information in this document is subject to change without notice. © 2008 Dell Inc. All rights reserved. Reproduction of this material in any manner whatsoever without the written permission of Dell Inc. is strictly forbidden. Trademarks used in this text: Dell, the DELL logo, Vostro, and DellConnect are trademarks of Dell Inc.; Bluetooth is a registered trademark owned by Bluetooth SIG, Inc., and is used by Dell under license; Intel, Celeron, Pentium, Core2 Duo, and Core2 Quad are registered trademarks of Intel Corporation in the U.S. and other countries; Blu-ray Disc is a trademark of the Blu-ray Disc Association; Microsoft, Windows, Windows Vista, and the Windows Vista start button logo are either trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. Other trademarks and trade names may be used in this document to refer to either the entities claiming the marks and names or their products. Dell Inc. disclaims any proprietary interest in trademarks and trade names other than its own. Models: DCSCLF, DCSCMF, DCSCSF September 2008 P/N J531H Rev. A00 Contents 3 Contents 1 Finding Information . . . . . . . . . . . . . . . . . . 7 2 Setting Up Your Computer . . . . . . . . . . . . . 9 Quick Setup . . . . . . . . . . . . . . . . . . . . . . . . 9 Installing Your Computer in an Enclosure. . . . . . . . 14 Connecting to the Internet . . . . . . . . . . . . . . . . 16 Setting Up Your Internet Connection . . . . . . . . 16 Transferring Information to a New Computer . . . . . . 17 Microsoft® Windows Vista® Operating System . . . . . . . . . . . . . . . . . . . . . . . 17 Microsoft Windows® XP . . . . . . . . . . . . . . 18 3 About Your Computer. . . . . . . . . . . . . . . . 21 Vostro 420 Front View . . . . . . . . . . . . . . . . . . 21 Vostro 420 Back View . . . . . . . . . . . . . . . . . . 22 Vostro 420 Back Panel Connectors . . . . . . . . . . . 23 Vostro 220 Front View . . . . . . . . . . . . . . . . . . 24 Vostro 220 Back View . . . . . . . . . . . . . . . . . . 25 Vostro 220 Back Panel Connectors . . . . . . . . . . . 26 Vostro 220s Front View. . . . . . . . . . . . . . . . . . 27 4 Contents Vostro 220s Back View. . . . . . . . . . . . . . . . . . 28 Vostro 220s Back Panel Connectors . . . . . . . . . . . 29 4 Specifications . . . . . . . . . . . . . . . . . . . . 31 5 Troubleshooting . . . . . . . . . . . . . . . . . . . 39 Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Power Lights . . . . . . . . . . . . . . . . . . . . 39 Beep Codes . . . . . . . . . . . . . . . . . . . . . 39 Error Messages . . . . . . . . . . . . . . . . . . . 41 System Messages. . . . . . . . . . . . . . . . . . 46 Troubleshooting Software and Hardware Problems . . . . . . . . . . . . . . . . . . . . . . 47 Dell Diagnostics. . . . . . . . . . . . . . . . . . . 48 Troubleshooting Tips . . . . . . . . . . . . . . . . . . . 50 Power Problems . . . . . . . . . . . . . . . . . . 50 Memory Problems . . . . . . . . . . . . . . . . . 51 Lockups and Software Problems . . . . . . . . . . 52 Dell Technical Update Service . . . . . . . . . . . 54 Dell Support Utility . . . . . . . . . . . . . . . . . 55 6 Reinstalling Software . . . . . . . . . . . . . . 57 Drivers . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Identifying Drivers . . . . . . . . . . . . . . . . . 57 Reinstalling Drivers and Utilities . . . . . . . . . . 58 Contents 5 Restoring Your Operating System . . . . . . . . . . . . 60 Using Microsoft® Windows® System Restore . . . 60 Using Dell™ Factory Image Restore . . . . . . . . 62 Using the Operating System Media . . . . . . . . 63 7 Getting Help . . . . . . . . . . . . . . . . . . . . . . . 65 Obtaining Assistance . . . . . . . . . . . . . . . . . . 65 Technical Support and Customer Service . . . . . 66 DellConnect™. . . . . . . . . . . . . . . . . . . . 66 Online Services . . . . . . . . . . . . . . . . . . . 66 AutoTech Service. . . . . . . . . . . . . . . . . . 67 Automated Order-Status Service. . . . . . . . . . 68 Problems With Your Order. . . . . . . . . . . . . . . . 68 Product Information . . . . . . . . . . . . . . . . . . . 68 Returning Items for Warranty Repair or Credit . . . . . 68 Before You Call . . . . . . . . . . . . . . . . . . . . . 69 Contacting Dell . . . . . . . . . . . . . . . . . . . . . 71 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 6 Contents Finding Information 7 Finding Information NOTE: Some features or media may be optional and may not ship with your computer. Some features or media may not be available in certain countries. NOTE: Additional information may ship with your computer. Document/Media/Label Contents Service Tag/Express Service Code The Service Tag/Express Service Code is located on your computer. • Use the Service Tag to identify your computer when you use support.dell.com or contact support. • Enter the Express Service Code to direct your call when contacting support. Drivers and Utilities Media The Drivers and Utilities media is a CD, DVD, or other type of media that may have shipped with your computer. • A diagnostic program for your computer • Drivers for your computer NOTE: Drivers and documentation updates can be found at support.dell.com. • Desktop System Software (DSS) • Readme files NOTE: Readme files may be included on your media to provide last-minute updates about technical changes to your computer or advanced technical-reference material for technicians or experienced users. Operating System Media The Operating System media is a CD or DVD that may have shipped with your computer. • Reinstall your operating system 8 Finding Information Safety, Regulatory, Warranty, and Support Documentation This type of information may have shipped with your computer. For additional regulatory information, see the Regulatory Compliance Homepage on www.dell.com at the following location: ift.tt/2xyd7Pf. • Warranty information • Terms and Conditions (U.S. only) • Safety instructions • Regulatory information • Ergonomics information • End User License Agreement Service Manual The Service Manual for your computer can be found at support.dell.com. • How to remove and replace parts • How to configure system settings • How to troubleshoot and solve problems Dell Technology Guide The Dell Technology Guide is available at support.dell.com. • About your operating system • Using and maintaining devices • Understanding technologies such as RAID, Internet, Bluetooth® wireless technology, e-mail, networking, and more. Microsoft® Windows® License Label Your Microsoft Windows License is located on your computer. • Provides your operating system product key. Document/Media/Label Contents Setting Up Your Computer 9 Setting Up Your Computer Quick Setup CAUTION: Before you begin any of the procedures in this section, read the safety information that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. NOTE: Some devices may not be included if you did not order them. 1 Connect the monitor using only one of the following cables: the white DVI cable or the blue VGA cable. A VGA cable with a DVI to VGA adapter can be used on a video port with a DVI connector. 10 Setting Up Your Computer Setting Up Your Computer 11 2 Connect a USB device, such as a keyboard or mouse. 3 Connect the network cable. 12 Setting Up Your Computer 4 Connect the modem. 5 Connect the power cable(s). Setting Up Your Computer 13 6 Press the power buttons on the monitor and the computer. 7 Connect to your network. 1 desktop computer with network adapter 2 wireless router 3 cable or DSL modem 4 Internet service 5 desktop computer with USB wireless adapter 6 USB wireless adapter 4 3 2 6 5 1 14 Setting Up Your Computer Installing Your Computer in an Enclosure Installing your computer in an enclosure can restrict the airflow and impact your computer’s performance, possibly causing it to overheat. Follow the guidelines below when installing your computer in an enclosure. CAUTION: Before installing your computer in an enclosure, read the safety instructions that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. NOTICE: The operating temperature specifications indicated in this document reflects the maximum ambient operating temperature. The room ambient temperature needs to be a consideration when you install your computer in an enclosure. For example, if the ambient room temperature is at 25°C (77°F), depending on your computer’s specifications, you only have 5° to 10°C (9° to 18°F) temperature margin before you reach your computer’s maximum operating temperature. For details about your computer’s specifications, see “Specifications” on page 31. • Leave a 10.2-cm (4-in) minimum clearance on all sides of the computer that have air vents to permit the airflow required for proper ventilation. • If your enclosure has doors, the doors need to be of a type that allows at least a 30-percent airflow through the enclosure at the front and at the back. NOTICE: Do not install your computer in an enclosure that does not allow airflow. Restricting the airflow impacts your computer’s performance, possibly causing it to overheat. Setting Up Your Computer 15 • If your computer is installed in a corner on a desk or under a desk, leave at least 5.1-cm (2-in) clearance from the back of the computer to the wall to permit the airflow required for proper ventilation. 16 Setting Up Your Computer Connecting to the Internet NOTE: ISPs and ISP offerings vary by country. To connect to the Internet, you need a modem or network connection and an Internet service provider (ISP). If you are using a dial-up connection, connect a telephone line to the modem connector on your computer and to the telephone wall connector before you set up your Internet connection. If you are using a DSL or cable/satellite modem connection, contact your ISP or cellular phone service for setup instructions. Setting Up Your Internet Connection To set up an Internet connection with a desktop shortcut provided by your ISP: 1 Save and close any open files, and exit any open programs. 2 Double-click the ISP icon on the Microsoft® Windows® desktop. 3 Follow the instructions on the screen to complete the setup. If you do not have an ISP icon on your desktop or if you want to set up an Internet connection with a different ISP, perform the steps in the appropriate section below. NOTE: If you cannot connect to the Internet, see the Dell Technology Guide. If you have successfully connected in the past, the ISP might have a service outage. Contact your ISP to check the service status, or try connecting again later. NOTE: Have your ISP information ready. If you do not have an ISP, consult the Connect to the Internet wizard. Microsoft® Windows Vista® Operating System 1 Save and close any open files, and exit any open programs. 2 Click the Windows Vista Start button → Control Panel 3 Under Network and Internet, click Connect to the Internet. 4 In the Connect to the Internet window, click either Broadband (PPPoE) or Dial-up, depending on how you want to connect: • Choose Broadband if you will use a DSL, satellite modem, cable TV modem, or Bluetooth wireless technology connection. • Chose Dial-up if you will use a dial-up modem or ISDN. Setting Up Your Computer 17 NOTE: If you do not know which type of connection to select, click Help me choose or contact your ISP. 5 Follow the instructions on the screen and use the setup information provided by your ISP to complete the setup. Microsoft Windows® XP 1 Save and close any open files, and exit any open programs. 2 Click Start→ Internet Explorer→ Connect to the Internet. 3 In the next window, click the appropriate option: • If you do not have an ISP, click Choose from a list of Internet service providers (ISPs). • If you have already obtained setup information from your ISP but you did not receive a setup CD, click Set up my connection manually. • If you have a setup CD, click Use the CD I got from an ISP. 4 Click Next. If you selected Set up my connection manually in step 3, continue to step 5. Otherwise, follow the instructions on the screen to complete the setup. NOTE: If you do not know which type of connection to select, contact your ISP. 5 Click the appropriate option under How do you want to connect to the Internet?, and click Next. 6 Use the setup information provided by your ISP to complete the setup. Transferring Information to a New Computer Microsoft® Windows Vista® Operating System 1 Click the Windows Vista Start button , and then click Transfer files and settings→ Start Windows Easy Transfer. 2 In the User Account Control dialog box, click Continue. 3 Click Start a new transfer or Continue a transfer in progress. 4 Follow the instructions provided on the screen by the Windows Easy Transfer wizard. 18 Setting Up Your Computer Microsoft Windows® XP Windows XP provides the Files and Settings Transfer Wizard to move data from a source computer to a new computer. You can transfer the data to the new computer over a network or serial connection, or you can store it on removable media, such as a writable CD, for transfer to the new computer. NOTE: You can transfer information from an old computer to a new computer by directly connecting a serial cable to the input/output (I/O) ports of the two computers. For instructions on setting up a direct cable connection between two computers, see Microsoft Knowledge Base Article #305621, titled How to Set Up a Direct Cable Connection Between Two Computers in Windows XP. This information may not be available in certain countries. For transferring information to a new computer, you must run the Files and Settings Transfer Wizard. Running the Files and Settings Transfer Wizard With the Operating System Media NOTE: This procedure requires the Operating System media. This media is optional and may not be included with certain computers. To prepare a new computer for the file transfer: 1 Open the Files and Settings Transfer Wizard: click Start→ All Programs→ Accessories→ System Tools→ Files and Settings Transfer Wizard. 2 When the Files and Settings Transfer Wizard welcome screen appears, click Next. 3 On the Which computer is this? screen, click New Computer→ Next. 4 On the Do you have a Windows XP CD? screen, click I will use the wizard from the Windows XP CD→ Next. 5 When the Now go to your old computer screen appears, go to your old or source computer. Do not click Next at this time. To copy data from the old computer: 1 On the old computer, insert the Windows XP Operating System media. 2 On the Welcome to Microsoft Windows XP screen, click Perform additional tasks. 3 Under What do you want to do?, click Transfer files and settings→ Next. Setting Up Your Computer 19 4 On the Which computer is this? screen, click Old Computer→ Next. 5 On the Select a transfer method screen, click the transfer method you prefer. 6 On the What do you want to transfer? screen, select the items you want to transfer and click Next. After the information has been copied, the Completing the Collection Phase screen appears. 7 Click Finish. To transfer data to the new computer: 1 On the Now go to your old computer screen on the new computer, click Next. 2 On the Where are the files and settings? screen, select the method you chose for transferring your settings and files and click Next. The wizard applies the collected files and settings to your new computer. 3 On the Finished screen, click Finished, and restart the new computer. Running the Files and Settings Transfer Wizard Without the Operating System Media To run the Files and Settings Transfer Wizard without the Operating System media, you must create a wizard disk that will allow you to create a backup image file to removable media. To create a wizard disk, use your new computer with Windows XP and perform the following steps: 1 Open the Files and Settings Transfer Wizard: click Start→ All Programs→ Accessories→ System Tools→ Files and Settings Transfer Wizard. 2 When the Files and Settings Transfer Wizard welcome screen appears, click Next. 3 On the Which computer is this? screen, click New Computer→ Next. 4 On the Do you have a Windows XP CD? screen, click I want to create a Wizard Disk in the following drive→ Next. 5 Insert the removable media, such as a writable CD, and click OK. 20 Setting Up Your Computer 6 When the disk creation completes and the Now go to your old computer message appears, do not click Next. 7 Go to the old computer. To copy data from the old computer: 1 On the old computer, insert the wizard disk, and click Start→ Run. 2 In the Open field on the Run window, browse to the path for fastwiz (on the appropriate removable media) and click OK. 3 On the Files and Settings Transfer Wizard welcome screen, click Next. 4 On the Which computer is this? screen, click Old Computer→ Next. 5 On the Select a transfer method screen, click the transfer method you prefer. 6 On the What do you want to transfer? screen, select the items you want to transfer and click Next. After the information has been copied, the Completing the Collection Phase screen appears. 7 Click Finish. To transfer data to the new computer: 1 On the Now go to your old computer screen on the new computer, click Next. 2 On the Where are the files and settings? screen, select the method you chose for transferring your settings and files and click Next. Follow the instructions on the screen. The wizard reads the collected files and settings and applies them to your new computer. When all of the settings and files have been applied, the Finished screen appears. 3 Click Finished and restart the new computer. NOTE: For more information about this procedure, search support.dell.com for document #154781 (What Are The Different Methods To Transfer Files From My Old Computer To My New Dell™ Computer Using the Microsoft® Windows® XP Operating System?). NOTE: Access to the Dell™ Knowledge Base document may not be available in certain countries. About Your Computer 21 About Your Computer Vostro 420 Front View 1 optical drive 2 drive bay front panel (open) 3 optional optical-drive bays (2) 4 USB 2.0 connectors (4) 5 microphone connector 6 IEEE 1394 connector (optional) 7 headphone connector 8 power button, power light 9 drive-activity light 10 media card reader (optional) 1 2 3 4 5 10 7 9 8 6 22 About Your Computer Vostro 420 Back View 1 power cord connector 2 power-supply vent 3 security cable/padlock rings 4 expansion card slots 5 back-panel connectors 6 power-supply light 7 voltage selector switch 7 1 6 5 3 4 2 About Your Computer 23 Vostro 420 Back Panel Connectors 1 PS/2 mouse connector 2 VGA connector 3 USB 2.0 connectors (2) 4 link integrity light 5 network adapter connector 6 network-activity light 7 line-in connector 8 line-out connector 9 microphone connector 10 USB 2.0 connectors (4) 11 eSATA connector 12 display port 13 serial connector (9-pin) 14 PS/2 keyboard connector 4 5 10 9 2 6 7 8 12 1 3 14 13 11 24 About Your Computer Vostro 220 Front View 1 optical drive 2 drive bay front panel (open) 3 optional optical-drive bay 4 USB 2.0 connectors (4) 5 IEEE 1394 connector (optional) 6 headphone connector 7 microphone connector 8 power button, power light 9 drive-activity light 10 media card reader (optional) 1 3 5 4 6 7 9 8 10 2 About Your Computer 25 Vostro 220 Back View 1 power cord connector 2 power-supply vent 3 security cable/padlock rings 4 expansion card slots 5 back-panel connectors 6 power-supply light 7 voltage selector switch 6 1 7 5 4 3 2 26 About Your Computer Vostro 220 Back Panel Connectors 1 PS/2 mouse connector 2 VGA connector 3 link integrity light 4 network adapter connector 5 network-activity light 6 line-in connector 7 line-out connector 8 microphone connector 9 USB 2.0 connectors (4) 10 serial connector 11 PS/2 keyboard connector 3 4 9 8 2 5 6 7 1 11 10 About Your Computer 27 Vostro 220s Front View 1 media card reader (optional) 2 power button, power light 3 USB 2.0 connectors (2) 4 headphone connector 5 microphone connector 6 drive-activity light 7 optical drive 1 5 7 6 4 3 2 28 About Your Computer Vostro 220s Back View 1 security cable/padlock rings 2 voltage selector switch 3 power connector 4 power supply vents 5 power supply light 6 expansion card slots 7 back-panel connectors 1 6 7 3 2 4 5 About Your Computer 29 Vostro 220s Back Panel Connectors 1 PS/2 mouse connector 2 VGA connector 3 link integrity light 4 network adapter connector 5 network-activity light 6 line-in connector 7 line-out connector 8 microphone connector 9 USB 2.0 connectors (4) 10 serial connector 11 PS/2 keyboard connector 3 4 9 8 2 5 6 7 1 11 10 30 About Your Computer Specifications 31 Specifications NOTE: Offerings may vary by region. For more information regarding the configuration of your computer, click Start→ Help and Support and select the option to view information about your computer. Processor Processor types: Vostro 420: Intel® Core™2 Quad, Core™2 Duo processors Vostro 220, 220s: Intel Core™2 Duo, Celeron®, Pentium® processors Level 2 (L2) cache minimum 512 KB, maximum 12 MB Front side bus 800 MHz, 1066 MHz, or 1333 MHz System Information Chipset Intel G45 plus ICH10R RAID support RAID 0, 1 DMA channels 8 Interrupt levels 24 BIOS chip (NVRAM) 8 MB NIC integrated network interface capable of 10/100/1000 Mbps communication Memory Type DDR2 800 MHz SDRAM (DDR2 667 MHz capable) Memory connectors Vostro 420: four Vostro 220/220s: two Memory modules supported 512 MB, 1 GB, or 2 GB 32 Specifications NOTE: Due to the unique architecture of the Intel Core2 Quad processor, your system board and power supply must be included when upgrading processors. Minimum memory 512 MB Maximum memory 4 GB Video Type: Integrated Intel GMA X4500HD Discrete supports dual independent displays NOTE: Support for discrete graphics option via PCIe x16 graphics card slot. NOTE: Supports Blu-Ray 1.1 playback and Dynamic Video Memory Technology (DVMT). Audio Type Realtek ALC662 (5.1 Channel audio) Expansion Bus Bus type PCI 2.3 PCI Express 2.0 (PCIe-x16) from G45 PCI Express 1.1 (PCIe-x1) from ICH10R SATA 1.0 and 2.0 USB 2.0 Bus speed 133 MB/s (PCI) x1-slot bidirectional speed — 500 MB/s (PCI Express) x16-slot bidirectional speed — 8 GB/s (PCI Express) 1.5 Gbps and 3.0 Gbps (SATA) 480-Mbps high speed, 12-Mbps full speed, 1.2-Mbps low speed (USB) Memory (continued) Specifications 33 PCI cards: connectors Vostro 420: one PCIe x16 two PCIe x1 four PCI Vostro 220/220s one PCIe x16 one PCIe x1 two PCI connector size 124 pins connector data width (maximum) 32 bits x1 PCI Express cards: connector one connector size 36 pins connector data width (maximum) one PCI Express lane x16 PCI Express cards: connector one connector size 164 pins connector data width (maximum) 16 PCI Express lanes Expansion Bus (continued) 34 Specifications Drives Externally accessible: Vostro 420: three 5.25-inch Optical Disk Drives one media card reader (optional) Vostro 220: two 5.25-inch Optical Disk Drives one media card reader (optional) Vostro 220s: one 5.25-inch Optical Disk Drive one media card reader (optional) Internally accessible Vostro 420: one to four 3.5-inch SATA drive bays Vostro 220/220s: one or two 3.5-inch SATA drive bays NOTE: Internal and external drive bays accommodate standard 5.25-inch and 3.5-inch bay devices including HDD and short bay devices. Available devices • 3.5-inch SATA hard drives (80 GB to 1 TB optional) • SATA DVD, SATA CD-RW/DVD Combo, SATA DVD+/-RW, SATA BD Combo (Blu-Ray playback only), SATA Blu-ray R/W • one 3.5-inch USB media card reader with Bluetooth® • external USB floppy disk drive Connectors External connectors: Video VGA connector display port (Vostro 420 only) Network adapter RJ-45 connector Specifications 35 USB USB 2.0 compliant, support 2.0 A sustained charge to power external USB devices: Vostro 420: two internal connectors four in front six in back Vostro 220: two internal connectors four ports in front four ports in back Vostro 220s: two internal connectors two ports in front four ports in back Audio 5.1 channel support System board connectors: Serial ATA Vostro 420: seven 7-pin connectors Vostro 220/220s: four 7-pin connectors Internal USB device one 10-pin connector (supports two USB ports) Processor fan one 4-pin connector Chassis fan one 3-pin connector PCI 2.3 Vostro 420: four 124-pin connectors Vostro 220/220s: two 124-pin connectors PCI Express x1 Vostro 420: two 36-pin connectors Vostro 220/220s: one 36-pin connector PCI Express x16 one 164-pin connector Front panel control one 10-pin connector Front panel USB Vostro 420/220: two 10-pin connectors Vostro 220s: one 10-pin connector Connectors (continued) 36 Specifications Front panel audio HDA header one 10-pin connector Processor one 775-pin connector Memory Vostro 420: four 240-pin connectors Vostro 220/220s: two 240-pin connectors Power 12V one 4-pin connector Power one 24-pin connector Controls and Lights Front of computer: Power button push button Power light blue light — Blinking blue in sleep state; solid blue for power-on state amber light — Blinking amber indicates a power problem sensed by the power supply unit. Solid amber when the computer does not start indicates the system board cannot start initialization (see “Power Problems” on page 50). off — System is in hibernate, soft-off, or mechanicaloff Drive activity light blue light — A blinking blue light indicates the computer is reading data from or writing data to the SATA hard drive or CD/DVD. Rear of computer: Link integrity light (on integrated network adapter) green light — A good connection exists between the network and the computer. off (no light) — The computer is not detecting a physical connection to the network. Network activity light (on integrated network adapter) yellow blinking light Connectors (continued) Specifications 37 Power DC power supply: Wattage Vostro 420: 350 W Vostro 220: 300 W Vostro 220s: 250 W Maximum heat dissipation (MHD) for 350 W power supply, 1194 BTU/hr for 300 W power supply, 1023 BTU/hr for 250 W power supply, 853 BTU/hr NOTE: Heat dissipation is calculated by using the power supply wattage rating. Voltage (see the safety information that shipped with your computer for important voltage setting information) Vostro 420: 115/230 VAC, 50/60 Hz, 8A/4A Vostro 220: 115/230 VAC, 50/60 Hz, 7A/4A Vostro 220s: 115/230 VAC, 50/60 Hz, 6A/3A Coin-cell battery 3-V CR2032 lithium coin cell Physical Vostro 420 height — 41.4 cm (16.3 in) width — 18.3 cm (7.20 in) depth — 48.2 cm (19.0 in) weight — 11 kg – 13.8 kg (24 lb – 30.4 lb) Vostro 220 height — 35.44 cm (13.95 in) width — 16.94 cm (6.67 in) depth — 42.67 cm (16.8 in) weight — 9.8 kg – 10.5 kg (22 lb – 23.1 lb) Vostro 220s height — 35.4 cm (13.9 in) width — 10 cm (3.9 in) depth — 41.5 cm (16.3in) weight —7.98 kg – 8.9 kg (17.6 lb – 20 lb) 38 Specifications Environmental Temperature: Operating 10°C to 35°C (50°F to 95°F) Storage –40°C to 65°C (–40°F to 150°F) Relative humidity 20% to 80% (noncondensing) Maximum vibration: Operating 5 Hz to 350 Hz at 0.0002 G2 /Hz Storage 5 Hz to 500 Hz at 0.001 to 0.01 G2 /Hz Maximum shock: Operating 40 G +/- 5% with pulse duration of 2 msec +/- 10% (equivalent to 20 in/sec [51 cm/sec]) Storage 105 G +/- 5% with pulse duration of 2 msec +/- 10% (equivalent to 50 in/sec [127 cm/sec]) Altitude: Operating –15.2 m to 3048 m (–50 ft to 10,000 ft) Storage –15.2 m to 10,668 m (–50 ft to 35,000 ft) Airborne contaminant level G2 or lower as defined by ISA-S71.04-1985 Troubleshooting 39 Troubleshooting CAUTION: To guard against the likelihood of electric shock, laceration by moving fan blades, or other expected injuries, always unplug your computer from the electrical outlet before opening the cover. CAUTION: Before you begin any of the procedures in this section, read the safety information that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. Tools Power Lights The two-color power-button light located on the front of the computer turns on and blinks or remains solid to indicate different states: • If the power light is off, the computer is either turned off or is not receiving power. • If the power light is steady blue and the computer is not responding, ensure that the display is connected and powered on. • If the power light is blinking blue, the computer is in standby mode. Press a key on the keyboard, move the mouse, or press the power button to resume normal operation. If the power light is blinking amber, the computer is receiving electrical power, a device such as a memory module or graphics card might be malfunctioning or incorrectly installed. • If the power light is steady amber, there may be a power problem or an internal device malfunction. Beep Codes Your computer might emit a series of beeps during start-up if the monitor cannot display errors or problems. This series of beeps, called a beep code, identifies a problem. One possible beep code consists of repetitive three short beeps. This beep code tells you that the computer encountered a possible system board failure. 40 Troubleshooting If your computer beeps during start-up: 1 Write down the beep code. 2 Run the Dell Diagnostics to identify a more serious cause (see “Dell Diagnostics” on page 48). Code (repetitive short beeps) Description Suggested Remedy 1 BIOS checksum failure. Possible system board failure. Contact Dell. 2 No memory modules are detected 1 If you have two or more memory modules installed, remove the modules, reinstall one module (see your Service Manual at support.dell.com), and then restart the computer. If the computer starts normally, reinstall an additional module. Continue until you have identified a faulty module or reinstalled all modules without error. 2 If available, install good memory of the same type into your computer see your Service Manual at support.dell.com). 3 If the problem persists, contact Dell. 3 Possible system board failure Contact Dell. 4 RAM Read/Write failure 1 Ensure that no special memory module/memory connector placement requirements exist (see your Service Manual at support.dell.com). 2 Verify that the memory modules that you are installing are compatible with your computer (see your Service Manual at support.dell.com). 3 If the problem persists, contact Dell. Troubleshooting 41 Error Messages CAUTION: Before you begin any of the procedures in this section, read the safety information that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. If the message is not listed, see the documentation for the operating system or the program that was running when the message appeared. AUXILIARY DEVICE FAILURE — The touch pad or external mouse may be faulty. For an external mouse, check the cable connection. Enable the Pointing Device option in the system setup program. See your Service Manual at support.dell.com for more information. If the problem persists, contact Dell (see “Contacting Dell” on page 71). BA D COMMAND O R FILE NAME — Ensure that you have spelled the command correctly, put spaces in the proper place, and used the correct pathname. CACHE DISABLED DUE T O FAILURE — The primary cache internal to the microprocessor has failed. Contact Dell (see “Contacting Dell” on page 71). CD DRIVE CONTROLLER FAILURE — The CD drive does not respond to commands from the computer. DATA ERROR — The hard drive cannot read the data. DECREASING AVAILABLE MEMORY — One or more memory modules may be faulty or improperly seated. Reinstall the memory modules and, if necessary, replace them. See your Service Manual at support.dell.com for more information. 5 Real-time clock failure. Possible battery failure or system board failure. 1 Replace the battery (see your Service Manual at support.dell.com). 2 If the problem persists, contact Dell. 6 Video BIOS Test Failure Contact Dell. 7 CPU-cache test failure Contact Dell. Code (repetitive short beeps) Description Suggested Remedy 42 Troubleshooting DISK C: FAILED INITIALIZATION — The hard drive failed initialization. Run the hard drive tests in the Dell Diagnostics (see “Dell Diagnostics” on page 48). DRIVE NOT READY — The operation requires a hard drive in the bay before it can continue. Install a hard drive in the hard drive bay. See your Service Manual at support.dell.com for more information. ERROR READING PCMCIA CARD — The computer cannot identify the ExpressCard. Reinsert the card or try another card. See your Service Manual at support.dell.com for more information. EXTENDED MEMORY SIZE HAS CHANGED — The amount of memory recorded in nonvolatile memory (NVRAM) does not match the memory installed in the computer. Restart the computer. If the error appears again, contact Dell (see “Contacting Dell” on page 71). TH E FILE BEING COPIED I S TOO LARGE FOR THE DESTINATION DRIVE — The file that you are trying to copy is too large to fit on the disk, or the disk is full. Try copying the file to a different disk or use a larger capacity disk. A FILENAME CANNOT CONTAIN ANY O F THE FOLLOWING CHARACTERS: \ / : * ? “ < > | — Do not use these characters in filenames. GATE A20 FAILURE — A memory module may be loose. Reinstall the memory modules and, if necessary, replace them. See your Service Manual at support.dell.com for more information. GENERAL FAILURE — The operating system is unable to carry out the command. The message is usually followed by specific information—for example, Printer out of paper. Take the appropriate action. HARD-DISK DRIVE CONFIGURATION ERROR — The computer cannot identify the drive type. Shut down the computer, remove the hard drive (see your Service Manual at support.dell.com), and boot the computer from a CD. Then, shut down the computer, reinstall the hard drive, and restart the computer. Run the Hard Disk Drive tests in the Dell Diagnostics (see “Dell Diagnostics” on page 48). HARD-DISK DRIVE CONTROLLER FAILURE 0— The hard drive does not respond to commands from the computer. Shut down the computer, remove the hard drive (see your Service Manual at support.dell.com), and boot the computer from a CD. Then, shut down the computer, reinstall the hard drive, and restart the computer. If the problem persists, try another drive. Run the Hard Disk Drive tests in the Dell Diagnostics (see “Dell Diagnostics” on page 48). Troubleshooting 43 HARD-DISK DRIVE FAILURE — The hard drive does not respond to commands from the computer. Shut down the computer, remove the hard drive (see your Service Manual at support.dell.com), and boot the computer from a CD. Then, shut down the computer, reinstall the hard drive, and restart the computer. If the problem persists, try another drive. Run the Hard Disk Drive tests in the Dell Diagnostics (see “Dell Diagnostics” on page 48). HARD-DISK DRIVE READ FAILURE — The hard drive may be defective. Shut down the computer, remove the hard drive (see your Service Manual at support.dell.com), and boot the computer from a CD. Then, shut down the computer, reinstall the hard drive, and restart the computer. If the problem persists, try another drive. Run the Hard Disk Drive tests in the Dell Diagnostics (see “Dell Diagnostics” on page 48). INSERT BOOTABLE MEDIA — The operating system is trying to boot to nonbootable media, such as a floppy disk or CD. Insert bootable media. INVALID CONFIGURATION INFORMATION-PLEASE RUN SYSTEM SETUP PROGRAM — The system configuration information does not match the hardware configuration. The message is most likely to occur after a memory module is installed. Correct the appropriate options in the system setup program. See your Service Manual at support.dell.com for more information. KEYBOARD CLOCK LINE FAILURE — For external keyboards, check the cable connection. Run the Keyboard Controller test in the Dell Diagnostics (see “Dell Diagnostics” on page 48). KEYBOARD CONTROLLER FAILURE — For external keyboards, check the cable connection. Restart the computer, and avoid touching the keyboard or the mouse during the boot routine. Run the Keyboard Controller test in the Dell Diagnostics (see “Dell Diagnostics” on page 48). KEYBOARD DATA LINE FAILURE — For external keyboards, check the cable connection. Run the Keyboard Controller test in the Dell Diagnostics (see “Dell Diagnostics” on page 48). KEYBOARD STUCK KEY FAILURE — For external keyboards or keypads, check the cable connection. Restart the computer, and avoid touching the keyboard or keys during the boot routine. Run the Stuck Key test in the Dell Diagnostics (see “Dell Diagnostics” on page 48). LICENSED CONTENT I S NOT ACCESSIBLE IN MEDIADIRECT — Dell™ MediaDirect™ cannot verify the Digital Rights Management (DRM) restrictions on the file, so the file cannot be played (see “Dell Diagnostics” on page 48). 44 Troubleshooting MEMORY ADDRESS LINE FAILURE A T ADDRESS, READ VALUE EXPECTING VALUE — A memory module may be faulty or improperly seated. Reinstall the memory modules and, if necessary, replace them. See your Service Manual at support.dell.com for more information. MEMORY ALLOCATION ERROR — The software you are attempting to run is conflicting with the operating system, another program, or a utility. Shut down the computer, wait 30 seconds, and then restart it. Try to run the program again. If the error message still appears, see the software documentation. MEMORY DATA LINE FAILURE A T ADDRESS, READ VALUE EXPECTING VALUE — A memory module may be faulty or improperly seated. Reinstall the memory modules and, if necessary, replace them. See your Service Manual at support.dell.com for more information. MEMORY DOUBLE WORD LOGIC FAILURE A T ADDRESS, READ VALUE EXPECTING VALUE — A memory module may be faulty or improperly seated. Reinstall the memory modules and, if necessary, replace them. See your Service Manual at support.dell.com for more information. MEMORY ODD/ EVEN LOGIC FAILURE A T ADDRESS, READ VALUE EXPECTING VALUE — A memory module may be faulty or improperly seated. Reinstall the memory modules and, if necessary, replace them. See your Service Manual at support.dell.com for more information. MEMORY WRITE /READ FAILURE A T ADDRESS, READ VALUE EXPECTING VALUE — A memory module may be faulty or improperly seated. Reinstall the memory modules and, if necessary, replace them. See your Service Manual at support.dell.com for more information. NO BOOT DEVICE AVAILABLE — The computer cannot find the hard drive. If the hard drive is your boot device, ensure that the drive is installed, properly seated, and partitioned as a boot device. NO BOOT SECTOR ON HARD DRIVE — The operating system may be corrupted. Contact Dell (see “Contacting Dell” on page 71). NO TIMER TICK INTERRUPT — A chip on the system board may be malfunctioning. Run the System Set tests in the Dell Diagnostics (see “Dell Diagnostics” on page 48). NO T ENOUGH MEMORY O R RESOURCES. EXIT SOME PROGRAMS AND TRY AGAIN — You have too many programs open. Close all windows and open the program that you want to use. Troubleshooting 45 OPERATING SYSTEM NOT FOUND — Reinstall the hard drive (see your Service Manual at support.dell.com). If the problem persists, contact Dell (see “Contacting Dell” on page 71). OPTIONAL ROM BAD CHECKSUM — The optional ROM has failed. Contact Dell (see “Contacting Dell” on page 71). A REQUIRED .DLL FILE WAS NOT FOUND — The program that you are trying to open is missing an essential file. Remove and then reinstall the program. Microsoft® Windows Vista®: 1 Click the Windows Vista start button → Control Panel→ Programs→ Programs and Features. 2 Select the program you want to remove. 3 Click Uninstall. 4 See the program documentation for installation instructions. Microsoft Windows® XP: 1 Click Start→ Control Panel→ Add or Remove Programs→ Programs and Features. 2 Select the program you want to remove. 3 Click Uninstall. 4 See the program documentation for installation instructions. SECTOR NOT FOUND — The operating system cannot locate a sector on the hard drive. You may have a defective sector or corrupted FAT on the hard drive. Run the Windows error-checking utility to check the file structure on the hard drive. See Windows Help and Support for instructions (click Start→ Help and Support). If a large number of sectors are defective, back up the data (if possible), and then reformat the hard drive. SEEK ERROR — The operating system cannot find a specific track on the hard drive. SHUTDOWN FAILURE — A chip on the system board may be malfunctioning. Run the System Set tests in the Dell Diagnostics (see “Dell Diagnostics” on page 48). TIME-O F -DAY CLOCK LOST POWER — System configuration settings are corrupted. Connect your computer to an electrical outlet to charge the battery. If the problem persists, try to restore the data by entering the system 46 Troubleshooting setup program, then immediately exit the program (see your Service Manual at support.dell.com). If the message reappears, contact Dell (see “Contacting Dell” on page 71). TIME-O F -DAY CLOCK STOPPED — The reserve battery that supports the system configuration settings may require recharging. Connect your computer to an electrical outlet to charge the battery. If the problem persists, contact Dell (see “Contacting Dell” on page 71). TIME-O F -DAY NOT SET -PLEASE RUN THE SYSTEM SETUP PROGRAM — The time or date stored in the system setup program does not match the system clock. Correct the settings for the Date and Time options. See your Service Manual at support.dell.com for more information. TIMER CHIP COUNTER 2 FAILED — A chip on the system board may be malfunctioning. Run the System Set tests in the Dell Diagnostics (see “Dell Diagnostics” on page 48). UNEXPECTED INTERRUPT IN PROTECTED MODE — The keyboard controller may be malfunctioning, or a memory module may be loose. Run the System Memory tests and the Keyboard Controller test in the Dell Diagnostics (see “Dell Diagnostics” on page 48). X:\ I S NOT ACCESSIBLE . TH E DEVICE I S NOT READY — Insert a disk into the drive and try again. WARNING: BATTERY I S CRITICALLY LOW — The battery is running out of charge. Replace the battery, or connect the computer to an electrical outlet; otherwise, activate hibernate mode or shut down the computer. System Messages NOTE: If the message you received is not listed in the table, see the documentation for either the operating system or the program that was running when the message appeared. ALERT ! PREVIOUS ATTEMPTS A T BOOTING THIS SYSTEM HAVE FAILED A T CHECKPOINT [NNNN]. FO R HELP IN RESOLVING THIS PROBLEM, PLEASE NOTE THIS CHECKPOINT AND CONTACT DELL TECHNICAL SUPPORT — The computer failed to complete the start routine three consecutive times for the same error (see “Contacting Dell” on page 71 for assistance). CMOS CHECKSUM ERROR — Possible system board failure or RTC battery low. Replace the battery. See your Service Manual at support.dell.com or see “Contacting Dell” on page 71 for assistance. Troubleshooting 47 CPU FAN FAILURE — Processor fan failure. Replace processor fan. See your Service Manual at support.dell.com. HARD-DISK DRIVE FAILURE — Possible hard drive failure during hard drive POST. Check cables, swap hard disks, or see “Contacting Dell” on page 71 for assistance. HARD-DISK DRIVE READ FAILURE — Possible hard drive failure during harddrive start test (see “Contacting Dell” on page 71 for assistance). KEYBOARD FAILURE — Keyboard failure or keyboard cable loose. NO BOOT DEVICE AVAILABLE — No bootable partition on hard drive, or the hard drive cable is loose, or no bootable device exists. • If the hard drive is your boot device, ensure that the cables are connected and that the drive is installed properly and partitioned as a boot device. • Enter system setup and ensure that the boot sequence information is correct (see your Service Manual at support.dell.com). NO TIMER TICK INTERRUPT — A chip on the system board might be malfunctioning or system board failure (see “Contacting Dell” on page 71 for assistance). USB OVER CURRENT ERROR — Disconnect the USB device. Use external power source for the USB device. NOTICE – HARD DRIVE SELF MONITORING SYSTEM HAS REPORTED THAT A PARAMETER HAS EXCEEDED ITS NORMAL OPERATING RANGE . DELL RECOMMENDS THAT YOU BACK U P YOUR DATA REGULARLY. A PARAMETER OUT O F RANGE MAY O R MAY NOT INDICATE A POTENTIAL HARD DRIVE PROBLEM — S.M.A.R.T error, possible hard drive failure. This feature can be enabled or disabled in BIOS setup. Troubleshooting Software and Hardware Problems If a device is either not detected during the operating system setup or is detected but incorrectly configured, you can use the Hardware Troubleshooter to resolve the incompatibility. To start the Hardware Troubleshooter: Windows Vista: 1 Click the Windows Vista Start button , and click Help and Support. 2 Type hardware troubleshooter in the search field and press to start the search. 48 Troubleshooting 3 In the search results, select the option that best describes the problem and follow the remaining troubleshooting steps. Windows XP: 1 Click Start→ Help and Support. 2 Type hardware troubleshooter in the search field and press to start the search. 3 In the Fix a Problem section, click Hardware Troubleshooter. 4 In the Hardware Troubleshooter list, select the option that best describes the problem and click Next to follow the remaining troubleshooting steps. Dell Diagnostics CAUTION: Before you begin any of the procedures in this section, read the safety information that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. When to Use the Dell Diagnostics If you experience a problem with your computer, perform the checks in Lockups and Software Problems (see “Lockups and Software Problems” on page 52) and run the Dell Diagnostics before you contact Dell for technical assistance. It is recommended that you print these procedures before you begin. NOTICE: The Dell Diagnostics works only on Dell computers. NOTE: The Dell Drivers and Utilities media is optional and may not ship with your computer. See your Service Manual at support.dell.com to review your computer’s configuration information, and ensure that the device that you want to test displays in the system setup program and is active. Start the Dell Diagnostics from your hard drive or from the Dell Drivers and Utilities media. Troubleshooting 49 Starting the Dell Diagnostics From Your Hard Drive NOTE: If your computer cannot display a screen image, see “Contacting Dell” on page 71. 1 Ensure that the computer is connected to an electrical outlet that is known to be working properly. 2 Turn on (or restart) your computer. 3 When the DELL™ logo appears, press immediately. Select Diagnostics from the start menu and press . NOTE: If you wait too long and the operating system logo appears, continue to wait until you see the Microsoft® Windows® desktop, and then shut down your computer and try again. NOTE: If you see a message stating that no diagnostics utility partition has been found, run the Dell Diagnostics from the Drivers and Utilities media. 4 Press any key to start the Dell Diagnostics from the diagnostics utility partition on your hard drive, and follow the instructions on the screen. Starting the Dell Diagnostics From the Dell Drivers and Utilities Media 1 Insert the Drivers and Utilities media. 2 Shut down and restart the computer. When the DELL logo appears, press immediately. NOTE: If you wait too long and the operating system logo appears, continue to wait until you see the Microsoft® Windows® desktop; then, shut down your computer and try again. NOTE: The next steps change the boot sequence for one time only. On the next start-up, the computer starts according to the devices specified in the system setup program. 3 When the boot device list appears, highlight CD/DVD/CD-RW and press . 4 Select the Boot from CD-ROM option from the menu that appears and press . 5 Type 1 to start the CD menu and press to proceed. 6 Select Run the 32 Bit Dell Diagnostics from the numbered list. If multiple versions are listed, select the version that is appropriate for your computer. 50 Troubleshooting 7 When the Dell Diagnostics Main Menu appears, select the test that you want to run, and follow the instructions on the screen. Troubleshooting Tips Follow these tips when troubleshooting your computer: • If you added or removed a part before the problem started, review the installation procedures and ensure that the part is correctly installed (see your Service Manual at support.dell.com). • If a device does not work, ensure that the device is properly connected. • If an error message appears on the screen, write down the exact message. This message may help support personnel to diagnose and fix the problem(s). • If an error message occurs in a program, see the program documentation. NOTE: The procedures in this document were written for the Windows default view, so they may not apply if you set your Dell computer to the Windows Classic view. Power Problems CAUTION: Before you begin any of the procedures in this section, read the safety information that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. I F THE POWER LIGHT I S OFF — The computer is either turned off or is not receiving power. • Reseat the power cable in the power connector on the back of the computer and the electrical outlet. • Bypass power strips, power extension cables, and other power protection devices to verify that the computer turns on properly. • Ensure that any power strips being used are plugged into an electrical outlet and are turned on. • Ensure that the electrical outlet is working by testing it with another device, such as a lamp. Troubleshooting 51 • Ensure that the main power cable and front panel cable are securely connected to the system board (see your Service Manual at support.dell.com). I F THE POWER LIGHT I S BLUE AND THE COMPUTER I S NOT RESPONDING — • Ensure that the display is connected and powered on. • If the display is connected and powered on, see “Beep Codes” on page 39. I F THE POWER LIGHT I S BLINKING BLUE — The computer is in standby mode. Press a key on the keyboard, move the mouse, or press the power button to resume normal operation. I F THE POWER LIGHT I S BLINKING AMBER — The computer is receiving electrical power, a device might be malfunctioning or incorrectly installed. • Remove and then reinstall all memory modules (see your Service Manual at support.dell.com). • Remove and then reinstall any expansion cards, including graphics cards (see your Service Manual at support.dell.com). I F THE POWER LIGHT I S STEADY AMBER — There is a power problem, a device may be malfunctioning or incorrectly installed. • Ensure that the processor power cable is securely connected to the system board power connector (see your Service Manual at support.dell.com). • Ensure that the main power cable and the front panel cable are securely connected to the system board connector (see your Service Manual at support.dell.com). ELIMINATE INTERFERENCE — Some possible causes of interference are: • Power, keyboard, and mouse extension cables • Too many devices connected to the same power strip • Multiple power strips connected to the same electrical outlet Memory Problems CAUTION: Before you begin any of the procedures in this section, read the safety information that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. 52 Troubleshooting I F YOU RECEIVE AN INSUFFICIENT MEMORY MESSAGE — • Save and close any open files and exit any open programs you are not using to see if that resolves the problem. • See the software documentation for minimum memory requirements. If necessary, install additional memory (see your Service Manual at support.dell.com). • Reseat the memory modules (see your Service Manual at support.dell.com) to ensure that your computer is successfully communicating with the memory. • Run the Dell Diagnostics (see “Dell Diagnostics” on page 48). I F YOU EXPERIENCE OTHER MEMORY PROBLEMS — • Reseat the memory modules (see your Service Manual at support.dell.com) to ensure that your computer is successfully communicating with the memory. • Ensure that you are following the memory installation guidelines (see your Service Manual at support.dell.com). • Ensure that the memory you are using is supported by your computer. For more information about the type of memory supported by your computer, see “Memory” on page 31. • Run the Dell Diagnostics (see “Dell Diagnostics” on page 48). Lockups and Software Problems CAUTION: Before you begin any of the procedures in this section, read the safety information that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. The computer does not start up ENSURE THAT THE POWER CABLE I S FIRMLY CONNECTED T O THE COMPUTER AND T O THE ELECTRICAL OUTLET The computer stops responding NOTICE: You may lose data if you are unable to perform an operating system shutdown. Troubleshooting 53 TURN THE COMPUTER OFF — If you are unable to get a response by pressing a key on your keyboard or moving your mouse, press and hold the power button for at least 8 to 10 seconds (until the computer turns off), and then restart your computer. A program stops responding EN D THE PROGRAM — 1 Press simultaneously to access the Task Manager, and click the Applications tab. 2 Click to select the program that is no longer responding, and click End Task. A program crashes repeatedly NOTE: Most software includes installation instructions in its documentation or on a floppy disk, CD, or DVD. CHECK THE SOFTWARE DOCUMENTATION — If necessary, uninstall and then reinstall the program. A program is designed for an earlier Microsoft® Windows® operating system RUN THE PROGRAM COMPATIBILITY WIZARD — Windows Vista: The Program Compatibility Wizard configures a program so that it runs in an environment similar to non-Windows Vista operating system environments. 1 Click Start → Control Panel→ Programs→ Use an older program with this version of Windows. 2 In the welcome screen, click Next. 3 Follow the instructions on the screen. Windows XP: The Program Compatibility Wizard configures a program so that it runs in an environment similar to non-XP operating system environments. 1 Click Start→ All Programs→ Accessories→ Program Compatibility Wizard→ Next. 2 Follow the instructions on the screen. 54 Troubleshooting A solid blue screen appears TURN THE COMPUTER OFF — If you are unable to get a response by pressing a key on your keyboard or moving your mouse, press and hold the power button for at least 8 to 10 seconds (until the computer turns off), and then restart your computer. Other software problems CHECK THE SOFTWARE DOCUMENTATION O R CONTACT THE SOFTWARE MANUFACTURER FOR TROUBLESHOOTING INFORMATION — • Ensure that the program is compatible with the operating system installed on your computer. • Ensure that your computer meets the minimum hardware requirements needed to run the software. See the software documentation for information. • Ensure that the program is installed and configured properly. • Verify that the device drivers do not conflict with the program. • If necessary, uninstall and then reinstall the program. BACK U P YOUR FILES IMMEDIATELY • Use a virus-scanning program to check the hard drive, floppy disks, CDs, or DVDs • Save and close any open files or programs and shut down your computer through the Start menu Dell Technical Update Service The Dell Technical Update service provides proactive e-mail notification of software and hardware updates for your computer. The service is free and can be customized for content, format, and how frequently you receive notifications. To enroll for the Dell Technical Update service, go to ift.tt/2yrxLzJ. Troubleshooting 55 Dell Support Utility The Dell Support Utility is installed on your computer and available from the Dell Support, , icon on the taskbar or from the Start button. Use this support utility for self-support information, software updates, and health scans of your computing environment. Accessing the Dell Support Utility Access the Dell Support Utility from the icon on the taskbar or from the Start menu. If the Dell Support icon does not appear in your taskbar: 1 Click Start→ All Programs→ Dell Support→ Dell Support Settings. 2 Ensure that the Show icon on the taskbar option is checked. NOTE: If the Dell Support Utility is not available from the Start menu, go to support.dell.com and download the software. The Dell Support Utility is customized for your computing environment. The icon in the taskbar functions differently when you click, doubleclick, or right-click the icon. Clicking the Dell Support Icon Click or right-click the icon to perform the following tasks: • Check your computing environment. • View the Dell Support Utility settings. • Access the help file for the Dell Support Utility. • View frequently asked questions. • Learn more about the Dell Support Utility. • Turn off the Dell Support Utility. Double-Clicking the Dell Support Icon Double-click the icon to manually check your computing environment, view frequently asked questions, access the help file for the Dell Support Utility, and view Dell Support settings. For more information about the Dell Support Utility, click the question mark (?) at the top of the Dell™ Support screen. 56 Troubleshooting Reinstalling Software 57 Reinstalling Software Drivers Identifying Drivers If you experience a problem with any device, identify whether the driver is the source of your problem and, if necessary, update the driver. Microsoft® Windows Vista®: 1 Click the Windows Vista Start button™ , and right-click Computer. 2 Click Properties→ Device Manager. NOTE: The User Account Control window may appear. If you are an administrator on the computer, click Continue; otherwise, contact your administrator to continue. Microsoft Windows® XP: 1 Click Start→ Control Panel. 2 Under Pick a Category, click Performance and Maintenance, and click System. 3 In the System Properties window, click the Hardware tab, and click Device Manager. Scroll down the list to see if any device has an exclamation point (a yellow circle with a [!]) on the device icon. If an exclamation point is next to the device name, you may need to reinstall the driver or install a new driver (see “Reinstalling Drivers and Utilities” on page 58). 58 Reinstalling Software Reinstalling Drivers and Utilities NOTICE: The Dell Support website at support.dell.com and your Drivers and Utilities media provide approved drivers for Dell™ computers. If you install drivers obtained from other sources, your computer might not work correctly. Returning to a Previous Device Driver Version Windows Vista: 1 Click the Windows Vista Start button , and right-click Computer. 2 Click Properties→ Device Manager. NOTE: The User Account Control window may appear. If you are an administrator on the computer, click Continue; otherwise, contact your administrator to enter the Device Manager. 3 Right-click the device for which the new driver was installed and click Properties. 4 Click the Drivers tab→ Roll Back Driver. Windows XP: 1 Click Start→ My Computer→ Properties→ Hardware→ Device Manager. 2 Right-click the device for which the new driver was installed and click Properties. 3 Click the Drivers tab→ Roll Back Driver. If Device Driver Rollback does not resolve the problem, then use System Restore (see “Restoring Your Operating System” on page 60) to return your computer to the operating state that existed before you installed the new driver. Using the Drivers and Utilities Media If using Device Driver Rollback or System Restore (see “Restoring Your Operating System” on page 60) does not resolve the problem, reinstall the driver from your Drivers and Utilities media. 1 With the Windows desktop displayed, insert your Drivers and Utilities media. If this is your first time to use the Drivers and Utilities media, go to step 2. If not, go to step 5. Reinstalling Software 59 2 When the Drivers and Utilities media installation program starts, follow the prompts on the screen. NOTE: In most cases, the Drivers and Utilities program starts running automatically. If it does not, start Windows Explorer, click your media drive directory to display the media contents, and then double-click the autorcd.exe file. 3 When the InstallShield Wizard Complete window appears, remove the Drivers and Utilities media and click Finish to restart the computer. 4 When you see the Windows desktop, reinsert the Drivers and Utilities media. 5 At the Welcome Dell System Owner screen, click Next. NOTE: The Drivers and Utilities program displays drivers only for hardware that came installed in your computer. If you installed additional hardware, the drivers for the new hardware might not be displayed. If those drivers are not displayed, exit the Drivers and Utilities program. For drivers information, see the documentation that came with the device. A message appears, stating that the Drivers and Utilities media is detecting hardware in your computer. The drivers that are used by your computer are automatically displayed in the My Drivers—The ResourceCD has identified these components in your system window. 6 Click the driver that you want to reinstall and follow the instructions on the screen. If a particular driver is not listed, then that driver is not required by your operating system. Manually Reinstalling Drivers After extracting the driver files to your hard drive as described in the previous section: 1 Click the Windows Vista Start button , and right-click Computer. 2 Click Properties→ Device Manager. NOTE: The User Account Control window may appear. If you are an administrator on the computer, click Continue; otherwise, contact your administrator to enter the Device Manager. 60 Reinstalling Software 3 Double-click the type of device for which you are installing the driver (for example, Audio or Video). 4 Double-click the name of the device for which you are installing the driver. 5 Click the Driver tab→ Update Driver→ Browse my computer for driver software. 6 Click Browse and browse to the location to which you previously copied the driver files. 7 When the name of the appropriate driver appears, click the name of the driver→ OK→ Next. 8 Click Finish and restart your computer. Restoring Your Operating System You can restore your operating system in the following ways: • Microsoft Windows System Restore returns your computer to an earlier operating state without affecting data files. Use System Restore as the first solution for restoring your operating system and preserving data files. • Dell Factory Image Restore (available in Windows Vista) returns your hard drive to the operating state it was in when you purchased the computer. The program permanently deletes all data on the hard drive and removes any programs installed after you received the computer. Use Dell Factory Image Restore only if System Restore did not resolve your operating system problem. • If you received the Operating System media with your computer, you can use it to restore your operating system. However, using the Operating System media also deletes all data on the hard drive. Use the media only if System Restore did not resolve your operating system problem. Using Microsoft® Windows® System Restore The Windows operating systems provide a System Restore option that allows you to return your computer to an earlier operating state (without affecting data files) if changes to the hardware, software, or other system settings have left the computer in an undesirable operating state. Any changes that System Restore makes to your computer are completely reversible. Reinstalling Software 61 NOTICE: Make regular backups of your data files. System Restore does not monitor your data files or recover them. NOTE: The procedures in this document were written for the Windows default view, so they may not apply if you set your Dell™ computer to the Windows Classic view. NOTE: Set your Dell™ computer to the Windows Classic view. Starting System Restore Windows Vista: 1 Click Start . 2 In the Start Search box, type System Restore and press . NOTE: The User Account Control window may appear. If you are an administrator on the computer, click Continue; otherwise, contact your administrator to continue the desired action. 3 Click Next and follow the remaining prompts on the screen. In the event that System Restore did not resolve the issue, you may undo the last system restore (see “Undoing the Last System Restore” on page 61). Windows XP: NOTICE: Before you restore the computer to an earlier operating state, save and close any open files and exit any open programs. Do not alter, open, or delete any files or programs until the system restoration is complete. 1 Click Start→ All Programs→ Accessories→ System Tools→ System Restore. 2 Click either Restore my computer to an earlier time or Create a restore point. 3 Click Next and follow the remaining on-screen prompts. Undoing the Last System Restore NOTICE: Before you undo the last system restore, save and close all open files and exit any open programs. Do not alter, open, or delete any files or programs until the system restoration is complete. 62 Reinstalling Software Windows Vista: 1 Click Start . 2 In the Start Search box, type System Restore and press . 3 Click Undo my last restoration and click Next. Windows XP: 1 Click Start→ All Programs→ Accessories→ System Tools→ System Restore. 2 Click Undo my last restoration and click Next. Enabling System Restore NOTE: Windows Vista does not disable System Restore; regardless of low disk space. Therefore, the steps below apply only to Windows XP. If you reinstall Windows XP with less than 200 MB of free hard-disk space available, System Restore is automatically disabled. To see if System Restore is enabled: 1 Click Start→ Control Panel→ Performance and Maintenance→ System. 2 Click the System Restore tab and ensure that Turn off System Restore is unchecked. Using Dell™ Factory Image Restore NOTICE: Using Dell Factory Image Restore permanently deletes all data on the hard drive and removes any programs or drivers installed after you received your computer. If possible, back up the data before using these options. Use Dell Factory Image Restore only if System Restore did not resolve your operating system problem. NOTE: Dell Factory Image Restore may not be available in certain countries or on certain computers. Use Dell Factory Image Restore (Windows Vista) only as the last method to restore your operating system. These options restore your hard drive to the operating state it was in when you purchased the computer. Any programs or files added since you received your computer—including data files—are permanently deleted from the hard drive. Data files include documents, spreadsheets, e-mail messages, digital photos, music files, and so on. If possible, back up all data before using Factory Image Restore. Reinstalling Software 63 Dell Factory Image Restore (Windows Vista Only) 1 Turn on the computer. When the Dell logo appears, press several times to access the Vista Advanced Boot Options Window. 2 Select Repair Your Computer. The System Recovery Options window appears. 3 Select a keyboard layout and click Next. 4 To access the recovery options, log on as a local user. To access the command prompt, type administrator in the User name field, then click OK. 5 Click Dell Factory Image Restore. NOTE: Depending upon your configuration, you may need to select Dell Factory Tools, then Dell Factory Image Restore. 6 On the Dell Factory Image Restore welcome screen, click Next. The Confirm Data Deletion screen appears. NOTICE: If you do not want to proceed with Factory Image Restore, click Cancel. 7 Click the checkbox to confirm that you want to continue reformatting the hard drive and restoring the system software to the factory condition, then click Next. The restore process begins and may take 5 or more minutes to complete. A message appears when the operating system and factory-installed applications have been restored to factory condition. 8 Click Finish to restart the computer. Using the Operating System Media Before you Begin If you are considering reinstalling the Windows operating system to correct a problem with a newly installed driver, first try using Windows Device Driver Rollback. See “Returning to a Previous Device Driver Version” on page 58. If Device Driver Rollback does not resolve the problem, use Microsoft Windows System Restore to return your operating system to the operating state it was in before you installed the new device driver. See “Using Microsoft® Windows® System Restore” on page 60. 64 Reinstalling Software NOTICE: Before performing the installation, back up all data files on your primary hard drive. For conventional hard drive configurations, the primary hard drive is the first drive detected by the computer. To reinstall Windows, you need the Dell™ Operating System media and the Dell Drivers and Utilities media. NOTE: The Dell Drivers and Utilities media contains drivers that were installed during the assembly of the computer. Use the Dell Drivers and Utilities media to load any required drivers. Depending on the region from which you ordered your computer, or whether you requested the media, the Dell Drivers and Utilities media and Dell Operating System media may not ship with your computer. Reinstalling Windows The reinstallation process can take 1 to 2 hours to complete. After you reinstall the operating system, you must also reinstall the device drivers, virus protection program, and other software. 1 Save and close any open files and exit any open programs. 2 Insert the Operating System media. 3 If the Install Windows message appears, click Exit. 4 Restart the computer. When the DELL logo appears, press immediately. NOTE: If you wait too long and the operating system logo appears, continue to wait until you see the Microsoft® Windows® desktop; then, shut down your computer and try again. NOTE: The next steps change the boot sequence for one time only. On the next start-up, the computer boots according to the devices specified in the system setup program. 5 When the boot device list appears, highlight CD/DVD/CD-RW Drive and press . 6 Press any key to Boot from CD-ROM, and follow the instructions on the screen to complete the installation. Getting Help 65 Getting Help Obtaining Assistance CAUTION: If you need to remove the computer cover, first disconnect the computer power and modem cables from all electrical outlets. Follow the safety instructions that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. If you experience a problem with your computer, you can complete the following steps to diagnose and troubleshoot the problem: 1 See “Troubleshooting Tips” on page 50 for information and procedures that pertain to the problem your computer is experiencing. 2 See “Dell Diagnostics” on page 48 for procedures on how to run Dell Diagnostics. 3 Fill out the “Diagnostics Checklist” on page 70. 4 Use Dell’s extensive suite of online services available at Dell Support (support.dell.com) for help with installation and troubleshooting procedures. See “Online Services” on page 66 for a more extensive list of Dell Support online. 5 If the preceding steps have not resolved the problem, see “Contacting Dell” on page 71. NOTE: Call Dell Support from a telephone at or near the affected computer so that the support staff can assist you with any necessary procedures. NOTE: Dell’s Express Service Code system may not be available in all countries. When prompted by Dell’s automated telephone system, enter your Express Service Code to route the call directly to the proper support personnel. If you do not have an Express Service Code, open the Dell Accessories folder, double-click the Express Service Code icon, and follow the directions. 66 Getting Help For instructions on using the Dell Support, see “Technical Support and Customer Service” on page 66. NOTE: Some of the following services are not always available in all locations outside the continental U.S. Call your local Dell representative for information on availability. Technical Support and Customer Service Dell’s support service is available to answer your questions about Dell™ hardware. Our support staff uses computer-based diagnostics to provide fast, accurate answers. To contact Dell’s support service, see “Before You Call” on page 69, and then see the contact information for your region or go to support.dell.com. DellConnect™ DellConnect is a simple online access tool that allows a Dell service and support associate to access your computer through a broadband connection, diagnose your problem and repair it all under your supervision. For more information, go to support.dell.com and click DellConnect. Online Services You can learn about Dell products and services at the following websites: www.dell.com www.dell.com/ap (Asian/Pacific countries only) www.dell.com/jp (Japan only) www.euro.dell.com (Europe only) www.dell.com/la (Latin American and Caribbean countries) www.dell.ca (Canada only) Getting Help 67 You can access Dell Support through the following websites and e-mail addresses: • Dell Support websites: support.dell.com support.jp.dell.com (Japan only) support.euro.dell.com (Europe only) • Dell Support e-mail addresses: [email protected] [email protected] [email protected] (Latin America and Caribbean countries only) [email protected] (Asian/Pacific countries only) • Dell Marketing and Sales e-mail addresses: [email protected] (Asian/Pacific countries only) [email protected] (Canada only) • Anonymous file transfer protocol (FTP): ftp.dell.com – log in as user anonymous, and use your e-mail address as your password AutoTech Service Dell’s automated support service—AutoTech—provides recorded answers to the questions most frequently asked by Dell customers about their laptop and desktop computers. When you call AutoTech, use your touch-tone telephone to select the subjects that correspond to your questions. For the telephone number to call for your region, see “Contacting Dell” on page 71. 68 Getting Help Automated Order-Status Service To check on the status of any Dell products that you have ordered, you can go to support.dell.com, or you can call the automated order-status service. A recording prompts you for the information needed to locate and report on your order. For the telephone number to call for your region, see “Contacting Dell” on page 71. Problems With Your Order If you have a problem with your order, such as missing parts, wrong parts, or incorrect billing, contact Dell for customer assistance. Have your invoice or packing slip available when you call. For the telephone number to call for your region, see “Contacting Dell” on page 71. Product Information If you need information about additional products available from Dell, or if you would like to place an order, visit the Dell website at www.dell.com. For the telephone number to call for your region or to speak to a sales specialist, see “Contacting Dell” on page 71. Returning Items for Warranty Repair or Credit Prepare all items being returned, whether for repair or credit, as follows: 1 Call Dell to obtain a Return Material Authorization Number, and write it clearly and prominently on the outside of the box. For the telephone number to call for your region, see “Contacting Dell” on page 71. Include a copy of the invoice and a letter describing the reason for the return. 2 Include a copy of the Diagnostics Checklist (see “Diagnostics Checklist” on page 70), indicating the tests that you have run and any error messages reported by the Dell Diagnostics (see “Contacting Dell” on page 71). 3 Include any accessories that belong with the item(s) being returned (power cables, software floppy disks, guides, and so on) if the return is for credit. Getting Help 69 4 Pack the equipment to be returned in the original (or equivalent) packing materials. You are responsible for paying shipping expenses. You are also responsible for insuring any product returned, and you assume the risk of loss during shipment to Dell. Collect On Delivery (C.O.D.) packages are not accepted. Returns that are missing any of the preceding requirements will be refused at Dell’s receiving dock and returned to you. Before You Call NOTE: Have your Express Service Code ready when you call. The code helps Dell’s automated-support telephone system direct your call more efficiently. You may also be asked for your Service Tag (located on the back or bottom of your computer). Remember to fill out the Diagnostics Checklist (see “Diagnostics Checklist” on page 70). If possible, turn on your computer before you call Dell for assistance and call from a telephone at or near the computer. You may be asked to type some commands at the keyboard, relay detailed information during operations, or try other troubleshooting steps possible only at the computer itself. Ensure that the computer documentation is available. CAUTION: Before working inside your computer, follow the safety instructions in the documentation that shipped with your computer. For additional safety best practices information, see the Regulatory Compliance Homepage at ift.tt/2xyd7Pf. 70 Getting Help Diagnostics Checklist Name: Date: Address: Phone number: Service Tag (bar code on the back or bottom of the computer): Express Service Code: Return Material Authorization Number (if provided by Dell support technician): Operating system and version: Devices: Expansion cards: Are you connected to a network? Yes No Network, version, and network adapter: Programs and versions: See your operating system documentation to determine the contents of the system’s start-up files. If the computer is connected to a printer, print each file. Otherwise, record the contents of each file before calling Dell. Error message, beep code, or diagnostic code: Description of problem and troubleshooting procedures you performed: Getting Help 71 Contacting Dell For customers in the United States, call 800-WWW-DELL (800-999-3355). NOTE: If you do not have an active Internet connection, you can find contact information on your purchase invoice, packing slip, bill, or Dell product catalog. Dell provides several online and telephone-based support and service options. Availability varies by country and product, and some services may not be available in your area. To contact Dell for sales, technical support, or customer service issues: 1 Visit support.dell.com, and verify your country or region in the Choose A Country/Region drop-down menu at the bottom of the page. 2 Click Contact Us on the left side of the page, and select the appropriate service or support link based on your need. 3 Choose the method of contacting Dell that is convenient for you. 72 Getting Help Index 73 Index B beep codes, 39 C connecting Internet, 16 modem, 12 monitor, 9 network, 13 network cable, 11 power cables, 12 contacting Dell, 65, 71 D Dell contacting, 65, 71 Factory Image Restore, 62 software updates, 55 Support Utility, 55 technical support and customer service, 66 Technical Update Service, 54 Dell Diagnostics, 48 starting from the Drivers and Utilities media, 49 starting from your hard drive, 49 Dell Factory Image Restore, 63 Dell Technology Guide, 8 DellConnect, 66 Desktop System Software, 7 diagnostics beep codes, 39 Dell, 48 documentation, 7 Dell Technology Guide, 8 Service Manual, 8 drivers, 57 Drivers and Utilities media, 7 identifying, 57 reinstalling, 58 returning to a previous version, 58 Drivers and Utilities media, 7, 58 Dell Diagnostics, 48 E End User License Agreement (EULA), 8 ergonomics information, 8 error messages beep codes, 39 Express Service Code, 7 74 Index F Factory Image Restore, 62 Files and Settings Transfer Wizard, 17 finding information, 7 I Internet connecting, 16 setting up, 16 L license label, 8 M media Drivers and Utilities, 7 operating system, 7 memory troubleshooting, 51 N networks, 13 connecting, 13 O operating system Dell Factory Image Restore, 62 media, 63 reinstalling, 7 System Restore, 60 Operating System media, 7 operating system product key, 8 P phone numbers, 71 power power light conditions, 50 troubleshooting, 50 problems restore to previous state, 60 R regulatory information, 8 reinstalling drivers and utilities, 58 software, 57 S S.M.A.R.T, 47 safety information, 8 Index 75 Service Manual, 8 Service Tag, 7 setup computer, 9 installing your computer in an enclosure, 14 Internet, 16 quick setup, 9 software problems, 53 reinstalling, 57 troubleshooting, 53-54 updates, 54 specifications all, 31 audio, 32 connectors, 34 controls and lights, 36 drives, 34 environmental, 38 expansion bus, 32 memory, 31 physical, 37 power, 37 processor, 31 system information, 31 video, 32 support, 65 contacting Dell, 71 DellConnect, 66 online services, 66 regional, 66 technical support and customer service, 66 support information, 8 System Restore, 60 enabling, 62 T Terms and Conditions, 8 transferring information to a new computer, 17 troubleshooting, 8, 39 blue screen, 54 computer not responding, 52 Dell Diagnostics, 48 error messages, 41 memory, 51 power, 50 power light conditions, 50 power lights, 39 program crashes, 52 programs and Windows compatibility, 53 restore to previous state, 60 software, 52-54 tips, 50 U updates software and hardware, 54 76 Index V view back, 22, 25, 28 back panel connectors, 23, 26, 29 front, 21 W warranty information, 8 Windows License label, 8 Windows Vista Dell Factory Image Restore, 62-63 Device Driver Rollback, 58 Program Compatibility wizard, 53 reinstalling, 7 returning to a previous device driver version, 58 System Restore, 60 Windows XP Device Driver Rollback, 58 Files and Settings Transfer Wizard, 17 reinstalling, 7 returning to a previous device driver version, 58 setting up Internet connection, 17 System Restore, 60 wizards Files and Settings Transfer Wizard, 17 Program Compatibility wizard, 53

Assignment

Top of Form

You are employed by Pacific IT Solutions in a Desktop Support role. Your job description is to support clients of Pacific IT Solutions in accordance with the requirements of Service Level Agreements (SLA’s) which Pacific IT Solutions has negotiated with the clients and under which Pacific IT Solutions is contractually bound to the clients.

One of the clients that you support is Western Mining. Western Mining has mining and exploration operations in a number of remote locations throughout Australia. Its head office in the CBD is connected by VPN to all of its remote sites.All the computers are networked and each site has a single network access point. Your job is to maintain the workstations in the head office and remote sites. One of your primary responsibilities is to reduce the risk and frequency of faults occurring.

Business Organisation

Western Mining headquarters staff are located in the Sydney office. The organisation is split into 4 divisions. Each division is headed up by a Manager. There is an overall General Manager responsible for providing the strategic direction of the organisation. There is a fortnightly Management Team Meeting between the General Manager and all divisional managers at which strategic and management issues are discussed and decisions made.

The 4 divisions are:

Mining operations (800 staff) – This division is responsible for operating the mines

Finance and Administration (150 staff) – This division manage both the finances of the organisation, processing of customer and supplier payments and the general office administration of the organisation

Exploration (70 staff) – This division explores and evaluates prospective new mine sites

IT (10 staff) – The IT division are responsible for the administration and management of all Western Mining IT systems to support the operations of the other divisions. The IT staff are: The CIO, the network architect, the systems analysis, the network administrator, the systems administrator, and 5 support personnel.

Western Mining uses the Dell™ Vostro™ 220s for its desktop PC’s. Some of the executives also use laptops.

You are provided with the following reference material:

1.Guide to Health and Safety in the Office

2.Dell™ Vostro™ 220s reference and setup guide

3.SLA

4.Managing-Electrical-Risks

Question 1

Question text

What potential threats could arise as a result of having all the workstations permanently connected to the internet?

Question 2

Question text

Using your knowledge of PC maintenance and troubleshooting, what tools or utilities would you use to protect the clients PC’s and reduce the risk and frequency of hardware or software faults occurring as a result of having Internet access provided to all the workstations?List any automated processes you would implement and the frequency of each process.

Question 3

Question text

What other tools or utilities would you use to protect the clients PC’s and reduce the risk and frequency of other general hardware or software faults occurring?List any automated processes you would implement and the frequency of each process. Give examples of software that can be purchased to achieve these types of tasks.

Question 4

Question text

Western Mining’s remote sites draw their electrical power from the onsite generators. The generators provide reliable power 99% of the time. Power outages do sometimes occur especially during thunderstorms. Is this something you should be concerned about? Why or why not? Give a detailed explanation as to why you should be concerned or not for the Western Mining’s Site.

Question 5

Question text

Is there any equipment or devices that you would install to address any electrical power concerns? Provide details and specifications. Use the internet and research equipment and provide specifications that would be able to handle Western Mining’s Operations.

Question 6

Question text

You discover a workstation with a faulty power supply unit (PSU). You believe that the fault is caused by a faulty component in the power supply. You learn that Western Mining happens to keep a supply of these components on site.If you decided to repair the PSU would the repair be classified as electrical work? What regulation deals with this topic? What and the regulatory requirements for someone carrying out this type of work? Ref: managing-electrical-risks Part 4. Managing the risks of electrical work.What should you do to rectify the fault? (Be sure to read the SLA).

Question 7

Question text

Western Mining has requested you to install a computer in their head office reception area so that they can display a multimedia presentation on an LCD screen to visitors. The company wants the system unit concealed from the public view by enclosing it in a cabinet in the reception area. Do you envision any OHS or operational risks associated with this?Please explain?Reference: Dell Vostro User Guide

Question 8

Question text

If you were to conceal the system unitby enclosing it in the reception furniture, what is the main requirementyou would you need to take into account?Describe exactly how you would install it. Provide Clearance measurements and other factors that might make the new area OHS compliant also. Reference: Dell Vostro User Guide

Question 9

Question text

While onsite you observe an executive using a laptop. He is leaning well forward and appears to having difficultly using the keyboard and reading the screen. Are there any OHS issues here? If there are what would you recommend to rectify them? Provide a list of any additional equipment that would be needed.

Question 10

Question text

Western Mining intends to install graphics applications on some of the workstations. The programs they are installing are Adobe Photoshop, Illustrator, and InDesign all from the CS6Suite. Is the current hardware configuration suitable for these applications? Why or why not? What changes are needed? (See Dell Vostro User Guide Western Mining uses the simple first configuration)

Question 11

Question text

In the last 7 days Western Mining has replaced some old workstations with new Dell™ Vostro™ 3560 laptops. Are these currently covered under the SLA? Why or why not?

Question 12

Question text

You want to arrange the files on the hard drive so that they can be read faster by the system. What tool or utility could use to achieve this?

Question 13

Question text

Using the computer system you are currently working on. Record the following information about your system in the space below Total fragmentation of C: drive___________________________________________ File fragmentation of C: drive ____________________________________________

Question 14

Question text

You want to check if there is any malware on your computer. Using the system you are currently working on, use an appropriate tool or utility to check your system and fix any problems. Record the following information about your system in the space below

What tool or utility did you use?

What Malware was found?

Question 15

Question text

You suspect that the computer you are working on has data corruption on the hard disk. Using the system you are currently working on, use an appropriate tool or utility to verify check this and fix any problems Record the following information about your system in the space below What tool or utility did you use________________________________________________ Errorsfound_______________________________________________________________

Question 16

Question text

Every month you use Seagate ‘Sea Tools for Windows’to check and, if required, repair the hard drives of all Western Mining’s workstations. On one workstation the test has given the following output.

Short Generic – FAIL

This is the first time you have seen this result since the workstation was installed 12 months ago. What does this tell you about the workstation?

Question 17

Question text

a.Write a step by step plan that will solve problem identified in the question above with minimum disruption to the people who use that workstation. b.Complete the Service Sheet in Appendix ‘A’ and the parts requisition form in Appendix ‘B’

Question 18

Question text

A user at a remote site has reported a fault with an application on their desktop. You have not been able to resolve the problem over the phone and want to have a look at it for yourself. What Microsoft tool or utility could assist you?

Question 19

Question text

You are replacing a faulty RAMstick. In what type of packaging should the new RAM stick be stored or transported? What handling precautions should you follow? Why? What are the potential hazards? List any equipment or tools you would use to accomplish the task.

Question 20

Question text

Western Mining decides to buy out another small mining company in the Northern Territory. You receive support requests from this new site. Refer to the SLA provided and describe your obligations (if any) to support this site? Explain the rational for your answer.

Question 21

Question text

Create an organisational chart of key Western Mining personnel. (The chart must be submitted as a pdf.)

Question 22

Question text

What services does the Western Mining IT department provide?

Bottom of Form

MANAGING ELECTRICAL RISKS IN THE WORKPLACE Code of Practice MARCH 2015 Safe Work Australia is an Australian Government statutory agency established in 2009. Safe Work Australia consists of representatives of the Commonwealth, state and territory governments, the Australian Council of Trade Unions, the Australian Chamber of Commerce and Industry and the Australian Industry Group. Safe Work Australia works with the Commonwealth, state and territory governments to improve work health and safety and workers’ compensation arrangements. Safe Work Australia is a national policy body, not a regulator of work health and safety. The Commonwealth, states and territories have responsibility for regulating and enforcing work health and safety laws in their jurisdiction. ISBN 978-0-642-78329-5 [PDF] ISBN 978-0-642-78330-1 [RTF] Creative Commons Except for the logos of Safe Work Australia, SafeWork SA, WorkSafe Tasmania, WorkSafe WA, Workplace Health and Safety QLD, NT WorkSafe, WorkCover NSW, Comcare and WorkSafe ACT, this copyright work is licensed under a Creative Commons Attribution-Noncommercial 3.0 Australia licence. To view a copy of this licence, visit ift.tt/2xyd8Tj In essence, you are free to copy, communicate and adapt the work for non commercial purposes, as long as you attribute the work to Safe Work Australia and abide by the other licence terms. Contact information Safe Work Australia Phone: 1300 551 832 Email: [email protected] Website: ift.tt/1tmZiMQ 1 TABLE OF CONTENTS FOREWORD 2 1. INTRODUCTION 4 1.1 What are electrical risks? 4 1.2 Who must manage electrical risks? 4 1.3 What is required to manage electrical risks? 5 PART A: GENERAL ELECTRICAL SAFETY AT THE WORKPLACE 8 2. The Risk Management Process 9 2.1 Identify the hazards 9 2.2 Assess the risks 9 2.3 Control the risks 10 2.4 Review the control measures 11 3. SPECIFIC HAZARDS AND RISK CONTROL 12 3.1 Unsafe electrical equipment and electrical installations at the workplace 12 3.2 Inspecting and testing electrical equipment 13 3.3 Inspecting and testing equipment – construction and demolition sites 17 3.4 Residual current devices (RCDs) 17 PART B: ELECTRICAL WORK 22 4. Managing the risks of electrical work 23 4.1 What is electrical work? 23 4.2 Identify the hazards 24 4.3 Assess the risks 24 4.4 Control the risks 25 4.5 Review the control measures 26 5. RISK CONTROLS – WORKING DE-ENERGISED 27 5.1 General principles – verification of de-energised electrical equipment 27 5.2 Safe work method statements 28 5.3 Work on cables (including cutting cables) 28 6. LOW VOLTAGE ISOLATION AND ACCESS 29 6.1 Securing the isolation 30 6.2 Altering isolation for testing, fault finding and re-energising 32 6.3 Restoring power 33 6.4 Leaving unfinished work 33 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK 34 7.1 Prohibition on energised electrical work 34 7.2 Planning and preparation 35 7.3 Carrying out energised electrical work 36 7.4 Leaving unfinished work 40 7.5 Particular energised electrical work— testing and fault finding 41 8. RISK CONTROLS – WORKING NEAR ENERGISED ELECTRICAL PARTS 42 8.1 Planning and preparation 42 8.2 Working near energised electrical parts 42 8.3 Implementing risk control measures 44 8.4 Reviewing risk control measures 44 9. TOOLS AND EQUIPMENT 45 9.1 Inspection and testing 45 9.2 Ladders, scaffolds and similar equipment 45 9.3 Insulating barriers and insulating mats 46 9.4 Test instruments 46 9.5 Personal protective equipment (PPE) 48 9.6 First Aid 48 10. HIGH VOLTAGE ELECTRICAL WORK 49 APPENDIX A – MEANING OF KEY TERMS 50 APPENDIX B – ADVANTAGES AND DISADVANTAGES OF NON-PORTABLE AND PORTABLE RCDS 51 APPENDIX C – RISKS ASSOCIATED WITH ELECTRICAL WORK 53 APPENDIX D – PREVENTATIVE ACTIONS CHECKLIST 59 LIST OF AMENDMENTS 61 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE TABLE OF CONTENTS 2 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE This Code of Practice on how to manage electrical risks in workplaces is an approved code of practice under section 274 of the Work Health and Safety Act (the WHS Act). An approved code of practice is a practical guide to achieving the standards of health, safety and welfare required under the WHS Act and the Work Health and Safety Regulations (the WHS Regulations). A code of practice applies to anyone who has a duty of care in the circumstances described in the code. In most cases, following an approved code of practice would achieve compliance with the health and safety duties in the WHS Act, in relation to the subject matter of the code. Like regulations, codes of practice deal with particular issues and do not cover all hazards or risks that may arise. The health and safety duties require duty holders to consider all risks associated with work, not only those for which regulations and codes of practice exist. Codes of practice are admissible in court proceedings under the WHS Act and Regulations. Courts may regard a code of practice as evidence of what is known about a hazard, risk or control and may rely on the code in determining what is reasonably practicable in the circumstances to which the code relates. Compliance with the WHS Act and Regulations may be achieved by following another method, such as a technical or an industry standard, if it provides an equivalent or higher standard of work health and safety than the code. An inspector may refer to an approved code of practice when issuing an improvement or prohibition notice. This Code of Practice has been developed by Safe Work Australia as a model code of practice under the Council of Australian Governments’ Inter-Governmental Agreement for Regulatory and Operational Reform in Occupational Health and Safety for adoption by the Commonwealth, state and territory governments. SCOPE AND APPLICATION This Code provides practical guidance for persons conducting a business or undertaking on managing electrical risks in the workplace. It applies to all workplaces where a person conducting a business or undertaking: has management or control of electrical equipment, including electrical installations, or carries out electrical work on or near energised electrical equipment, including electrical installations. This Code also applies to construction and demolition sites, except if a requirement of the Code is dealt with in AS/NZS 3012:2010 Electrical installations—Construction and demolition sites. In that case you must comply with AS/NZS 3012:2010. Further information about construction work can be found in the Code of Practice: Construction Work. FOREWORD CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 3 This Code does not apply to: electrical work on extra-low voltage electrical equipment, including extra-low voltage electrical installations electrical work on high voltage equipment after switching, isolation, short circuiting and earthing, subject to summary guidance in Chapter 10 of this Code the manufacture of electrical equipment automotive electrical work work that is not electrical work carried out on telephone, communication and data systems work carried out by or on behalf of an electricity supply authority on the electrical equipment controlled or operated by the authority to generate, transform, transmit or supply electricity repair of consumer electrical equipment when unplugged from any electrical socket outlet. ‘Extra-low voltage’ means voltage that does not exceed 50 volts alternating current (50 V a.c.) or 120 volts ripple-free direct current (120 V ripple-free d.c.). This Code is divided into two parts dealing with: Part A (Chapters 2-3): general electrical safety at the workplace, including electrical installations, requirements for inspecting and testing electrical equipment, and requirements for residual current devices in certain high-risk environments Part B (Chapters 4-9): health and safety risks associated with electrical work. HOW TO USE THIS CODE OF PRACTICE In providing guidance, the word ‘should’ is used in this Code to indicate a recommended course of action, while ‘may’ is used to indicate an optional course of action. This Code also includes various references to provisions of the WHS Act and Regulations which set out the legal requirements. These references are not exhaustive. The words ‘must’, ‘requires’ or ‘mandatory’ indicate that a legal requirement exists and must be complied with. FOREWORD 4 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 1.1 What are electrical risks? Electrical risks are risks of death, electric shock or other injury caused directly or indirectly by electricity. The most common electrical risks and causes of injury are: electric shock causing injury or death. The electric shock may be received by direct or indirect contact, tracking through or across a medium, or by arcing. For example, electric shock may result from indirect contact where a conductive part that is not normally energised becomes energised due to a fault (e.g. metal toaster body, fence) arcing, explosion or fire causing burns. The injuries are often suffered because arcing or explosion or both occur when high fault currents are present electric shock from ‘step-and-touch’ potentials toxic gases causing illness or death. Burning and arcing associated with electrical equipment may release various gases and contaminants fire resulting from an electrical fault. Even the briefest contact with electricity at 50 volts for alternating current (V a.c.) or 120 volts for direct current (V d.c.) can have serious consequences to a person’s health and safety. High voltage shocks involving more than 1000 V a.c. or 1500 V d.c. can cause contact burns and damage to internal organs. Electric shocks from faulty electrical equipment may also lead to related injuries, including falls from ladders, scaffolds or other elevated work platforms. Other injuries or illnesses may include muscle spasms, palpitations, nausea, vomiting, collapse and unconsciousness. Workers using electricity may not be the only ones at risk—faulty electrical equipment and poor electrical installations can lead to fires that may also cause death or injury to others. Key terms used in this Code are defined at Appendix A. 1.2 Who must manage electrical risks? A person conducting a business or undertaking has the primary duty under the WHS Act to ensure, so far as is reasonably practicable, that workers and other persons at the workplace are not exposed to electrical risks arising from the business or undertaking. This duty requires eliminating electrical risks or, if that is not reasonably practicable, minimising the risks so far as is reasonably practicable. The WHS Regulations include more specific requirements for managing electrical risks at the workplace. For example, all persons conducting a business or undertaking have duties to ensure, so far as is reasonably practicable, that electrical equipment and installations at the workplace are without risks to health and safety of persons. Persons conducting a business or undertaking with management or control of a workplace have a duty to ensure effective Residual Current Devices (RCDs) are used in certain high-risk environments as defined in the regulations and explained in more detail below. Persons conducting a business or undertaking carrying out electrical work must comply with the prohibition on electrical work on energised electrical equipment subject to certain exceptions. These persons may also have duties under local electrical safety laws. Persons conducting a business or undertaking should ensure electrical installation work is carried out by qualified persons and testing and compliance requirements are met. 1. INTRODUCTION CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 5 Designers, manufacturers, importers, suppliers and installers of electrical equipment and installations that could be used for work must ensure, so far as is reasonably practicable, that they are without risks to health and safety. Designers and manufacturers of electrical equipment or installations must ensure they are designed and manufactured so that electrical risks are eliminated or, if this not reasonably practicable, minimised so far as is reasonably practicable. Officers, such as company directors, have a duty to exercise due diligence to ensure that the business or undertaking complies with the WHS Act and Regulations. This includes taking reasonable steps to ensure that the business or undertaking has and uses appropriate resources and processes to eliminate or minimise electrical risks at the workplace. Workers must take reasonable care for their own health and safety and not adversely affect the health and safety of other persons. Workers must comply with any reasonable instruction and cooperate with any reasonable policy or procedure relating to health and safety at the workplace. This means that if electrical equipment is provided by the person conducting the business or undertaking, the worker must use it in accordance with the information, instruction and training provided on its use. Duty holders may have additional legal obligations under state or territory electrical safety legislation. 1.3 What is required to manage electrical risks? A person conducting a business or undertaking must manage risks to health and safety associated with electrical risks at the workplace. In order to manage risk under the WHS Regulations, a duty holder must: identify reasonably foreseeable hazards that could give rise to the risk eliminate the risk, so far as is reasonably practicable if it is not reasonably practicable to eliminate the risk, minimise the risk so far as is reasonably practicable by implementing control measures maintain the implemented control measure so that it remains effective review, and if necessary revise, all risk control measures so as to maintain, so far as is reasonably practicable, a work environment that is without risks to health and safety. The hierarchy of risk control is described at Section 2.3 of this Code. This Code includes guidance on how to manage electrical risks in the workplace by following a systematic process that involves: identifying hazards if necessary, assessing the risks associated with these hazards implementing and maintaining risk control measures (e.g. inspecting and testing electrical equipment, using RCDs), and reviewing risk control measures. Guidance on the general risk management process is available in the Code of Practice: How to Manage Work Health and Safety Risks. 1. INTRODUCTION Regulation 147 Regulation 34 – 38 6 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE CONSULTING YOUR WORKERS Consultation involves sharing of information, giving workers a reasonable opportunity to express views and taking those views into account before making decisions on health and safety matters. A person conducting a business or undertaking must consult, so far as is reasonably practicable, with workers who carry out work for the business or undertaking and who are (or are likely to be) directly affected by a work health and safety matter. If the workers are represented by a health and safety representative, the consultation must involve that representative. Consultation with workers and their health and safety representatives is required at every step of the risk management process. By drawing on the experience, knowledge and ideas of your workers you are more likely to identify all hazards and choose effective risk controls. CONSULTING, COOPERATING AND COORDINATING ACTIVITIES WITH OTHER DUTY HOLDERS A person conducting a business or undertaking must, so far as is reasonably practicable, consult, cooperate and coordinate activities with all other persons who have a work health or safety duty in relation to the same matter. Sometimes you may have responsibility for a health and safety matter along with other business operators who are involved in the same activities or who share the same workplace. In these situations, you should exchange information to find out who is doing what and work together in a cooperative and coordinated way so that all risks are eliminated or minimised so far as is reasonably practicable. For example, if you engage an electrical contractor to carry out electrical work at your workplace you should consult with the contractor on how (in general) the work is to be carried out and in particular how risks to their health and safety and that of others at the workplace are to be managed while the work is carried out. You should also cooperate with the electrical contractor (e.g. instructing on and ensuring compliance with ‘no go’ zones’) to ensure electrical safety of everyone at the workplace. Further guidance on consultation is available in the Code of Practice: Work Health and Safety Consultation, Cooperation and Coordination. 1. INTRODUCTION Section 47 Section 48 Section 46 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 7 INFORMATION, TRAINING, INSTRUCTION AND SUPERVISION A person conducting a business or undertaking must ensure, so far as is reasonably practiable, the provision of any information, instruction, training or supervision that is necessary to protect all persons from risks to their health and safety arising from work carried out. You must ensure that information, training and instruction provided to a worker is suitable and adequate having regard to: the nature of the work carried out by the worker; and the nature of the risks associated with the work at the time the information, training or instruction is provided; and the control measures implemented. You must ensure, so far as is reasonably practicable, that the information, training and instruction is provided in a way that is readily understandable by any person to whom it is provided. Formal or on-the-job training may be appropriate depending on the circumstances. Examples of training are: induction training—to ensure new starters or workers new to a job are trained on safe systems of work and other relevant health and safety matters supervisor and management training—to ensure that safety issues are appropriately managed at the workplace work-specific training—to ensure that workers carrying out particular work are trained on any electrical and other risks specific to the work, as appropriate ongoing or refresher training—to ensure that any training on work health and safety matters is repeated as appropriate on a periodic basis emergency procedure training—to ensure workers know what to do in the event of an emergency, for example procedures to follow if a person receives an electric shock first aid training—to ensure appropriate procedures are followed for administering first aid, for example proper treatment for electric shock electrical rescue and resuscitation training for safety observers. Special needs of workers should be taken into account in deciding the structure, content and delivery of training, including literacy levels, work experience and specific skills required to carry out the work. 1. INTRODUCTION Section 19 Regulation 39 8 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE PART A: GENERAL ELECTRICAL SAFETY AT THE WORKPLACE CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 9 2.1 Identify the hazards Identifying hazards involves finding all of the tasks, situations and sequences of events that could potentially cause harm. Hazards arising from electrical equipment or installations may arise from: the design, construction, installation, maintenance and testing of electrical equipment or electrical installations design change or modification inadequate or inactive electrical protection where and how electrical equipment is used. Electrical equipment may be subject to operating conditions that are likely to result in damage to the equipment or a reduction in its expected life span. For example, equipment may be at greater risk of damage if used outdoors or in a factory or workshop environment electrical equipment being used in an area in which the atmosphere presents a risk to health and safety from fire or explosion, for example confined spaces type of electrical equipment. For example, ‘plug in’ electrical equipment that may be moved around from site to site, including extension leads, are particularly liable to damage the age of electrical equipment and electrical installations work carried out on or near electrical equipment or electrical installations, including electric overhead lines or underground electric services, for example work carried out in a confined space connected to plant or services. Exposure to high electromagnetic fields may also present a potential hazard for workers with some medical conditions, for example pace makers. You must inform workers and other persons at the workplace of any potential electromagnetic hazards at the workplace that may affect a medical condition. You must also manage risks to health and safety arising out of electromagnetic hazards, including eliminating the risk so far as is reasonably practicable. If that is not reasonably practicable you must minimise the risk so far as is reasonably practicable. Potential electrical hazards may be identified in a number of different ways including: talking to workers and observing where and how electrical equipment is used regularly inspecting and testing electrical equipment and electrical installations as appropriate reading product labels and manufacturers’ instruction manuals talking to manufacturers, suppliers, industry associations, and health and safety specialists reviewing incident reports. 2.2 Assess the risks Risk assessment involves considering what could happen if someone is exposed to a hazard (consequence) and the likelihood of it happening. For work on energised electrical equipment, the WHS Regulations require that a risk assessment be prepared in writing by a competent person; for more information see Part B of this Code. 2. THE RISK MANAGEMENT PROCESS 10 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE A risk assessment can help determine: the severity of an electrical risk whether existing control measures are effective what action you should take to control an electrical risk how urgently the action needs to be taken. To assess the risk associated with electrical hazards consider: What is the potential impact of the hazard? How severe could the electrical hazard be? For example, direct contact causing electrocution, fire or explosion causing serious burns or death. How many people are exposed to the hazard? How likely is the hazard to cause harm? Could it happen at any time or would it be a rare event? How frequently are workers exposed to the hazard? Other factors that may affect consequence and likelihood include: the conditions under which the electrical equipment is used, for example wet conditions outdoors or confined spaces work practices and procedures, for example isolation, to carry out maintenance the capability, skill and experience of relevant workers. 2.3 Control the risks Once hazards have been identified and the risks assessed, appropriate control measures must be put in place. The ways of controlling risks are ranked from the highest level of protection and reliability to the lowest. This ranking is known as the hierarchy of risk control. You must work through this hierarchy to choose the control that most effectively eliminates or minimises the risk in the circumstances, so far as is reasonably practicable. This may involve a single control measure or a combination of two or more different controls. ELIMINATION The most effective control measure is to remove the hazard or hazardous work practice. By designing-in or designing-out certain features, hazards may be eliminated. SUBSTITUTION Replacing a hazardous process or material with one that is less hazardous will reduce the hazard, and hence the risk. For example, it may be reasonably practicable to use extralow voltage electrical equipment such as a battery-operated tool rather than a tool that is plugged into mains electricity. ISOLATION Preventing workers from coming into contact with the source of an electrical hazard will reduce the relevant risks. 2. THE RISK MANAGEMENT PROCESS CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 11 ENGINEERING CONTROLS Use engineering control measures to minimise the risk, for example installing residual current devices to reduce the risk of receiving a fatal electric shock. ADMINISTRATIVE CONTROLS Administrative controls involve the use of safe work practices to control the risk, for example establishing exclusion zones, use of permits and warning signs. PERSONAL PROTECTIVE EQUIPMENT (PPE) PPE includes protective eyewear, insulated gloves, hard hats, aprons and breathing protection. Most forms of PPE are not relevant to minimising electrical risks in workplaces, except in relation to energised electrical work. Administrative controls and PPE do nothing to change the hazard itself. They rely on people behaving as expected and require a high level of supervision. Exclusive reliance on administrative controls and PPE must only occur where other measures are not reasonably practicable or as an interim control while the preferred control measure is being implemented. You should check that your chosen control measure does not introduce new hazards. 2.4 Review the control measures The controls that are put in place to protect health and safety must be reviewed regularly to make sure they work effectively. A person conducting a business or undertaking must review and as necessary revise a control measure in the following circumstances: when the control measure does not control the risk it was implemented to control so far as is reasonably practicable before a change at the workplace that is likely to give rise to a new or different risk to health or safety that the measure may not effectively control if a new relevant hazard or risk is identified if the results of consultation indicate that a review is necessary if a health and safety representative requests a review. The following questions will help you evaluate how well you are currently managing electrical risks in your workplace: Do you talk to your workers about electrical safety? Do any relevant new work methods or equipment have the potential to make work safer in your workplace? Are procedures for identifying electrical hazards in the workplace effective? Are electrical safety procedures followed? Do you encourage your workers to report electrical hazards? Do you regularly inspect and maintain your electrical equipment to identify safety problems? Do you fix or rectify identified electrical hazards in a timely manner? 2. THE RISK MANAGEMENT PROCESS Regulation 38 12 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE There are a number of things you should do to manage the risks to health and safety associated with electrical risks at the workplace including: Ensure power circuits are protected by the appropriate rated fuse or circuit breaker to prevent overloading. If the circuit keeps overloading, don’t increase the fuse rating as this creates a fire risk due to overheating; instead ensure the circuit is not re-energised until the reason for the operation has been determined by a competent person. Arrange electrical leads so they will not be damaged. So far as is reasonably practicable, avoid running leads across the floor or ground, through doorways and over sharp edges, and use lead stands or insulated cable hangers to keep leads off the ground. In many heavy industries, cable protection ramps are used to protect cables. Don’t use leads and tools in damp or wet conditions unless they are specially designed for those conditions. Ensure circuits where portable electrical equipment can be connected are protected by appropriate RCDs (as required by the WHS Regulations) that are properly tested and maintained. If RCDs, circuit breakers or other over current protective devices including fuses are triggered into operation, ensure circuits are not re-energised until the reason for the operation has been determined by a competent person. Ensure RCDs are effective by regular testing. 3.1 Unsafe electrical equipment and electrical installations at the workplace A person conducting a business or undertaking that has management or control of electrical equipment must ensure that any unsafe electrical equipment at the workplace is disconnected (or isolated) from its electricity supply and, once disconnected, is not reconnected until it is repaired or tested and found to be safe or is replaced or permanently removed from use. Electrical equipment is unsafe if there are reasonable grounds for believing it to be unsafe. You should implement a safe system of work to deal with potentially unsafe electrical equipment at the workplace. This could include: requiring workers (if competent to do so) to undertake a check of the physical condition of the electrical equipment, including the lead and plug connections, prior to commencing use taking the electrical equipment out of service if in doubt as to safety, including at any time during use putting reporting arrangements in place to ensure, so far as is reasonably practicable, that supervisors or line managers are advised if a worker takes electrical equipment out of service for safety reasons. 3. SPECIFIC HAZARDS AND RISK CONTROL Regulation 149 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 13 Unsafe electrical equipment must be disconnected or isolated from its electricity supply. It must not be reconnected unless it is repaired by a competent person or tests by a competent person have confirmed it is safe to use. Alternatively, it could be replaced or permanently removed from use. Unsafe electrical equipment should be labelled indicating it is unsafe and must not be used. This is to prevent inadvertent use before the electrical equipment can be tested, repaired or replaced. 3.2 Inspecting and testing electrical equipment Inspecting and testing electrical equipment will assist in determining whether it is electrically safe. Regular visual inspection can identify obvious damage, wear or other conditions that might make electrical equipment unsafe. Many electrical defects are detectable by visual inspection. Regular testing can detect electrical faults and deterioration that cannot be detected by visual inspection. The nature and frequency of inspection and testing will vary depending on the nature of the workplace and the risks associated with the electrical equipment. Lower-risk workplaces include those workplaces that are dry, clean, well-organised and free of conditions that are likely to result in damage to electrical equipment, for example an office, retail shop, telecommunications centre, classroom, etc. Electrical equipment commonly used in these types of lower-risk workplaces includes computers, photocopiers, stationery or fixed electrical equipment. A key source of information on dealing with the inspection and testing of electrical equipment is the manufacturer’s recommendations. In this section a reference to ‘inspection’ or ‘testing’ excludes repair of electrical equipment. INSPECTING AND TESTING ELECTRICAL EQUIPMENT—OTHER THAN EQUIPMENT USED IN SPECIFIED HIGHER-RISK OPERATING ENVIRONMENTS Not all electrical items need to be inspected and tested under Regulation 150—for legal requirements see Sections 3.3 and 3.4 of this Code, which deal with inspection and testing requirements for electrical equipment used in specified higher-risk operating environments. Electrical equipment used in lower-risk operating environments does not require inspection and testing or ‘tagging’. Guidance on inspecting and testing electrical equipment in lower-risk operating environments is included in AS/NZS 3760:2010 In-service safety inspection and testing of electrical equipment (if covered by that Standard) and may also be included in the manufacturer’s recommendations. AS/NZS 3760:2010 sets out indicative inspection and testing intervals for certain electrical equipment, including RCDs, used in a variety of different operating environments. In addition to regular testing, electrical equipment should also be tested: after a repair or servicing that could affect the electrical safety of the equipment (i.e. undertaken by the person carrying out the repair or servicing before return to service) before its first use if bought second-hand. 3. SPECIAL HAZARDS AND RISK CONTROL 14 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Inspection and testing of electrical equipment may involve, in part: looking for obvious damage, defects or modifications to the electrical equipment, including accessories, connectors, plugs or cord extension sockets looking for discolouration that may indicate exposure to excessive heat, chemicals or moisture checking the integrity of protective earth and insulation resistance checking that flexible cords are effectively anchored to equipment, plugs, connectors and cord extension sockets looking for damage to flexible cords checking that operating controls are in good working order i.e. they are secure, aligned and appropriately identified checking that covers, guards, etc. are secured and working in the manner intended by the manufacturer or supplier checking that ventilation inlets and exhausts are unobstructed checking that the current rating of the plug matches the current rating of the associated electrical equipment. Note that AS/NZS 3760:2010 specifically excludes medical devices and electrical devices in patient care areas. For more information see AS/3551:2004 Technical management programmes for medical devices or AS/NZS 3003:2011 Electrical Installations – patient areas. NEW EQUIPMENT Brand-new electrical equipment that has never been put into use (i.e. other than secondhand equipment) does not have to be tested before first use. Brand-new electrical equipment, however, should still be visually inspected to ensure that no damage occurred during transport, delivery, installation or commissioning. If the electrical equipment is required to be tested regularly for safety, take the necessary steps to ensure that it does not miss its first required test. The date the electrical equipment was placed into service should be recorded (e.g. on the record of installation or elsewhere). The electrical equipment may also be fitted with a tag stating: that the equipment is ‘new to service’ the date of entry into service the date when the first electrical safety test is due that the equipment has not been tested. Fitting a ‘new to service’ tag is an administrative task that can be carried out by an appropriately trained in-house person. Alternatively, a different system may be put into place to ensure the electrical equipment is properly inspected and tested as required (e.g. the new electrical equipment can be included in the next round of electrical testing carried out at the workplace). 3. SPECIAL HAZARDS AND RISK CONTROL CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 15 INSPECTING AND TESTING EQUIPMENT—REGULATORY REQUIREMENTS FOR SPECIFIED HIGHER-RISK OPERATING ENVIRONMENTS OTHER THAN CONSTRUCTION OR DEMOLITION SITES A person conducting a business or undertaking with management or control of electrical equipment must ensure that the electrical equipment is regularly inspected and tested by a competent person if the electrical equipment is: supplied with electricity through an electrical socket outlet (‘plug in’ equipment); and used in an environment in which its normal use exposes the equipment to operating conditions that are likely to result in damage to the equipment or a reduction in its expected life span. This includes conditions that involve exposing the electrical equipment to moisture, heat, vibration, mechanical damage, corrosive chemicals or dust. You must ensure, so far as is reasonably practicable, that electrical equipment is not used if the equipment is required to be tested under these requirements but has not been tested. Possible actions may include the storing of equipment in locked areas to prevent use or the use of ‘lock out’ labels and tags. Inspection and testing requirements apply in relation to: certain higher-risk workplaces in which electrical equipment is exposed to operating conditions that are likely to result in damage to the equipment or a reduction in its expected life span construction and demolition sites (see Section 3.3 of this Code). These operating environments have the potential to seriously affect the safe operation of electrical equipment. This includes conditions that involve exposing the electrical equipment to moisture, heat, vibration, mechanical damage, corrosive chemicals and dust. Examples include wet or dusty areas, outdoors, workplaces that use corrosive substances, commercial kitchens and manufacturing environments. A risk assessment can help determine whether electrical equipment is being used in any of these operating environments at a particular workplace. For guidance on appropriate inspection and testing intervals, seek the advice of a competent person (see below). Further guidance may be included in AS/NZS 3760:2010 In-service safety inspection and testing of electrical equipment and the manufacturer’s recommendations. As a general rule electrical equipment used in the specified higher-risk operating environments should be tested at least once every 12 months. More frequent testing may be required, for example in relation to: electrical equipment used in manufacturing and workshop environments (e.g. at least once every 6 months) commercial cleaning equipment (e.g. at least once every 6 months) hire equipment (e.g. at least once every 3 months). Hire equipment Persons conducting a business or undertaking hiring out electrical equipment must ensure the equipment is inspected at the commencement of each hire and tested every three months. 3. SPECIAL HAZARDS AND RISK CONTROL Regulation 150 16 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE The person conducting a business or undertaking using the electrical equipment hired out must ensure that, for the period of the hire, the equipment meets all applicable inspection and testing requirements under the WHS Regulations and this Code. COMPETENCY REQUIREMENTS FOR THOSE CARRYING OUT INSPECTION AND TESTING OF ELECTRICAL EQUIPMENT Inspection and testing of electrical equipment must be carried out by a person who has acquired, through training, qualification or experience, the knowledge and skills to carry out the task (i.e. be a ‘competent person’). Inspection and testing of electrical equipment must be carried out by a competent person who has the relevant knowledge, skills and test instruments to carry out the relevant inspection and testing. The person carrying out any testing of electrical equipment should also be competent to interpret the test results of any equipment they use. For example, a person carrying out testing under AS/NZS 3760:2010 must be: a licensed or registered electrician (whichever applies), or in some jurisdictions, a licensed electrical inspector, or a person who has successfully completed a structured training course and been deemed competent in the use of a pass-fail type portable appliance tester and the visual inspection of electrical equipment. The training should be designed to ensure, so far as is reasonably practicable, that upon completion successful participants: can use the relevant test equipment safely and effectively understand electrical risks and appreciate the role that inspection and testing plays in ensuring electrical safety understand AS/NZS 3760:2010 and AS/NZS 3012:2010 (if testing equipment for construction or demolition sites) understand the legal requirements relevant to the work. Some kinds of electrical testing must only be carried out by a licensed electrician or electrical inspector under local electrical safety laws. For example, testing requiring the dismantling of electrical equipment should only be carried out by a licensed electrician. Additional or different competencies may be required for more complex kinds of testing outside the scope of AS/NZS 3760:2010. If in doubt, advice should be obtained from a person qualified and experienced in electrical equipment testing, for example an electrician, electrical contractor, electrical inspector, specialist testing provider or relevant regulator. RECORDING RESULTS OF TESTING A record of testing must be kept until the electrical equipment is next tested, permanently removed from the workplace or disposed of. A record of testing must specify the following: the name of the person who carried out the testing the date of the testing the outcome of the testing the date on which the next testing must be carried out The record may be in the form of a tag attached to the electrical equipment tested. 3. SPECIAL HAZARDS AND RISK CONTROL Regulation 150 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 17 Log book or other similar form of record The record of testing may take the form of a log book, database, register or a similar kind of record, or a tag. Log books and similar records have the advantage of: ensuring there is a permanent record of inspection and testing (for example, as a backup if tags are damaged or removed) facilitating internal audit allowing more detailed information to be recorded. Tag If the record of testing is a tag, it should be durable, water resistant, non-metallic, selfadhesive or well-secured, incapable of re-use and have a bright, distinctive surface. The tag may also be colour-coded to identify the month in which the testing was carried out. A tag may not include all of the required information. In that case, the rest of the required information must be recorded elsewhere and kept for the relevant period of time. If a tag is not used you should ensure that tested electrical equipment is marked or labelled so that records of testing can clearly identify the relevant equipment. 3.3 Inspecting and testing equipment – construction and demolition sites A person conducting a business or undertaking that includes the carrying out of construction work must comply with AS/NZS 3012:2010: Electrical installations – Construction and demolition sites. AS/NZS 3012:2010 applies as if any term that is defined in that Standard and that is also defined in the WHS Act or Regulations has the same meaning as it has in the WHS Act or Regulations. If there is any inconsistency between the Standard and Part 4.7 of the WHS Regulations then it is sufficient that the person complies with AS/NZS 3012:2010. 3.4 Residual current devices (RCDs) The risk of electric shock often results from people making contact with unprotected energised parts of electrical equipment and earth. Contact with energised parts may occur by touching: bare conductors internal parts of electrical equipment external parts of electrical equipment that have become energised because of an internal fault metallic or other conductive equipment that has inadvertently become live. Contact with earth occurs through normal body contact with the ground or earthed metal parts. 3. SPECIAL HAZARDS AND RISK CONTROL Regulation 163 18 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Serious injuries and fatalities may be prevented by the use of properly installed and maintained RCDs, commonly referred to as ‘safety switches’. An RCD is an electrical safety device designed to immediately switch off the supply of electricity when electricity ‘leaking’ to earth is detected at harmful levels. RCDs offer high levels of personal protection from electric shock. RCDs work by continuously comparing the current flow in both the active (supply) and neutral (return) conductors of an electrical circuit. If the current flow becomes sufficiently unbalanced, some of the current in the active conductor is not returning through the neutral conductor and is leaking to earth. RCDs are designed to quickly disconnect the electricity supply when they sense harmful leakage, typically 30 milliamps or less. This ensures an electrical leak is detected and the electricity supply is disconnected before it can cause serious injury or damage. While RCDs significantly reduce the risk of electric shock they do not provide protection in all circumstances. For example, an RCD will not trigger off electricity supply if a person contacts both active and neutral conductors while handling faulty plugs or electrical equipment and electricity flows through the person’s body, unless there is also a current flow to earth. WHEN RCDS MUST BE PROVIDED FOR USE IN WORKPLACES A person conducting a business or undertaking must ensure, so far as is reasonably practicable, that any electrical risk associated with the supply of electricity to ‘plug in’ electrical equipment is minimised by the use of an appropriate RCD in certain higher-risk workplaces. The following requirement only applies if it is reasonably practicable to provide an RCD in the higher risk workplaces: If electricity is supplied to the equipment requiring an RCD through a socket outlet not exceeding 20 amps the RCD must have a tripping current that does not exceed 30 milliamps. This does not apply if the supply of electricity to the electrical equipment: does not exceed 50 volts alternating current, or is direct current, or is provided through an isolating transformer that provides at least an equivalent level of protection, or is provided from a non-earthed socket outlet supplied by an isolated winding portable generator that provides at least an equivalent level of protection. Construction and demolition sites You must comply with AS/NZS 3012:2010 in relation to RCD requirements for construction and demolition sites. RCD requirements only apply in relation to workplaces where electrical equipment supplied with electricity through a socket outlet (plug-in electrical equipment) is used or may be used in certain higher-risk workplaces. These are workplaces with operating conditions where: the normal use of electrical equipment exposes the equipment to operating conditions that are likely to result in damage to the equipment or a reduction in its expected life span, including conditions that involve exposure to moisture, heat, vibration, mechanical damage, corrosive chemicals or dust 3. SPECIAL HAZARDS AND RISK CONTROL Regulation 164 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 19 electrical equipment is moved between different locations in circumstances where damage to the equipment or to a flexible electricity supply cord is reasonably likely electrical equipment is frequently moved during its normal use electrical equipment forms part of, or is used in connection with, an amusement device. Common examples of electrical equipment requiring an RCD include: hand-held electrical equipment, for example drills, saws, hair dryers, curling wands and electric knives electrical equipment that is moved while in operation, including jackhammers, electric lawn mowers, floor polishers and extension cords electrical equipment that is moved between jobs in ways that could result in damage to the equipment, for example electric welders, electric cement mixers, portable bench saws and extension cords. Additional RCD requirements may be included in AS/NZS 3000:2007, local building and electrical safety laws. OTHER LEGAL REQUIREMENTS Additional RCD requirements may be included in local building and electrical safety laws. NON-PORTABLE (OR ‘FIXED’) AND PORTABLE RCDS Non-portable (or ‘fixed’) RCDs are RCDs that are installed at either the switchboard (see Figure 1) or a fixed socket outlet (see Figure 2). Non-portable RCDs installed at the main switchboard protect the wiring connected to the RCD and electrical equipment plugged into the protected circuit. Non-portable RCDs installed at a fixed socket outlet provide protection to electrical equipment plugged into the outlet. FIGURE 1: Switchboard RCD unit FIGURE 2: Fixed socket outlet RCD unit Portable RCDs are generally plugged into a socket outlet and, depending on design, may protect one or more items of electrical equipment. 3. SPECIAL HAZARDS AND RISK CONTROL 20 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE FIGURE 3: Portable RCD fitted directly to power cable FIGURE 4: Portable RCD protected power board CLASSES OF RCDS RCDs are classified in AS/NZS 3190:2011 Approval and test specification – Residual current devices (current-operated earth-leakage devices). The two relevant types are: Type Description General Guidance – Use Type I Type I RCDs have a residual current rating not exceeding 10 milliamps and a tripping time within 30 milliseconds. Type I RCDs are the most sensitive and are required for electrical equipment that is directly connected to people, for example patients in hospitals or dental practices. Type II Type II RCDs have a residual current rating greater than 10 milliamps but not exceeding 30 milliamps and a tripping time within 300 milliseconds. Type II RCDs are most suitable for personal protection against injury including electric shock. REQUIREMENT FOR ‘APPROPRIATE’ RCDS The WHS Regulations require ‘appropriate’ RCDs to be selected and used in the specified higher-risk operating conditions. If an RCD is required, the RCD must have a tripping current that does not exceed 30 milliamps if electricity is supplied to the equipment through a socket outlet not exceeding 20 amps. The WHS Regulations do not prescribe whether RCDs must be non-portable or portable. The most ‘appropriate’ RCD will depend on the workplace environment. To assist with proper selection, further information about the advantages and disadvantages of different kinds of non-portable and portable RCDs is described in Appendix B. You may need to seek technical advice from a competent person about the kinds of RCDs that are appropriate for your workplace. However, for construction and demolition sites you must comply with AS/NZS 3012:2010. 3. SPECIAL HAZARDS AND RISK CONTROL CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 21 Additional requirements for the installation of non-portable RCDs may also apply under local building and electrical safety laws as set out in AS/NZS 3000:2007 Electrical installations (known as the Australian/New Zealand Wiring Rules). INSPECTING AND TESTING RCDS A person with management or control of a workplace must take all reasonable steps to ensure that residual current devices used at the workplace are tested regularly by a competent person to ensure the devices are working effectively. A record of testing (other than daily testing) must be kept until the device is next tested or disposed of. AS/NZS 3012:2010 applies in relation to construction and demolition sites. Persons with management or control of a workplace must take all reasonable steps to ensure that RCDs used at the workplace are tested regularly by a competent person. This requirement covers RCDs used in all operating environments including non-portable (or ‘fixed’) RCDs. If an RCD is tested and found to be faulty it must be taken out of service and replaced as soon as possible. Requirements for inspecting and testing electrical equipment used in certain higher-risk workplaces which could, for example include portable RCDs are explained in Section 3.2 of this Code. For guidance on approval and test specifications, see AS/NZS 3190: Approval and test specification – Residual current devices. TESTING NEW PORTABLE RCDS A new portable RCD unit should be tested by pressing the ‘trip test’ button to ensure the RCD is effective. 3. SPECIAL HAZARDS AND RISK CONTROL Regulation 165 22 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE PART B: ELECTRICAL WORK CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 23 The WHS Regulations do not modify, supplement or otherwise change licensing or registration requirements (whichever applies) under electrical licensing laws. You must take all reasonable steps to ensure that electrical work that is required to be undertaken by a licensed or registered electrical worker is undertaken by a worker that meets the relevant licensing or registration requirements. 4.1 What is electrical work? Electrical work means: connecting electricity supply wiring to electrical equipment or disconnecting electricity supply wiring from electrical equipment installing, removing, adding, testing, replacing, repairing, altering or maintaining electrical equipment or an electrical installation. Electrical work does not include: work that involves connecting electrical equipment to an electricity supply by means of a flexible cord plug and socket outlet work on a non-electrical component of electrical equipment if the person carrying out the work is not exposed to an electrical risk replacing electrical equipment or a component of electrical equipment if that task can be safely performed by a person who does not have expertise in carrying out electrical work (e.g. replacing domestic fuses or light bulbs) assembling, making, modifying or repairing electrical equipment as part of a manufacturing process building or repairing ducts, conduits or troughs where electrical wiring is or will be installed if: the ducts, conduits or troughs are not intended to be earthed the wiring is not energised, and the work is supervised by a licensed or registered electrical worker locating or mounting electrical equipment, or fixing electrical equipment in place, if this task is not performed in relation to the connection of electrical equipment to an electricity supply assisting a licensed electrician to carry out electrical work if: the assistant is directly supervised by the licensed electrician, and the assistance does not involve physical contact with any energised electrical equipment carrying out electrical work, other than work on energised electrical equipment, in order to meet eligibility requirements in relation to becoming a licensed electrician. 4. MANAGING THE RISKS OF ELECTRICAL WORK Regulation 146 24 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Electrical work does not include work on electrical equipment that is operated by electricity at extra-low voltage except: electrical equipment that is part of an electrical installation that is located in an area in which the atmosphere presents a risk to health and safety from fire or explosion in relation to electrical equipment that is part of an active impressed current cathodic protection system within the meaning of AS 2832.1:2004. 4.2 Identify the hazards See Section 2.1 of this Code. 4.3 Assess the risks A risk assessment involves considering what could happen if someone is exposed to a hazard and the likelihood of it happening. Risks associated with electrical work may arise from: the properties of electricity. Electricity is particularly hazardous because electrical currents are not visible and do not have any smell or sound how and where the electrical work is carried out. Electrical work may be carried out in difficult conditions, including in wet weather conditions, confined spaces and in atmospheres that present a risk to health and safety from fire or explosion the competence of the persons carrying out the electrical work. If energised or ‘live’ electrical work is proposed to be carried out, a risk assessment must be undertaken before the work starts and it must be carried out by a competent person and recorded. For more information about energised electrical work, see Section 7 of this Code. The following risk factors associated with carrying out electrical work should be considered: sources of electrical risks, including energy levels at the workplace the nature of the electrical work to be carried out potential or actual high fault current levels (i.e. risks associated with arc flash) availability of isolation points work practices the type of plant, machinery and equipment to be used availability of suitable test instruments availability of properly rated PPE the workplace and working environment, for example: wet weather conditions in and around trenches, pits and underground ducts ladders, scaffolds, portable pole platforms, elevating work platforms, poles and towers 4. MANAGING THE RISKS OF ELECTRICAL WORK CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 25 confined spaces ability to safely rescue persons the competence of people carrying out the work, noting that licensing requirements may apply for the electrical work under local electrical safety laws. Also consider individual workers’ needs, for example: Is the worker experienced in, and have they been properly trained for, the working conditions? Is the worker physically fit for the proposed work, for example are they able to climb to heights to work on an overhead conductor or are they mentally alert and not fatigued? Does the worker have a visual or hearing impairment, for example do they have a visual colour deficiency or hearing loss? Does the worker take any medication that may increase their vulnerability to work in electrical environments? Is the worker working excessively long hours? Does the worker suffer from claustrophobia? Appendix C may be used to assist with identifying hazards and assessing risks in carrying out electrical work. 4.4 Control the risks Once hazards have been identified and the risks assessed, appropriate control measures must be put in place. Electrical safety generally depends on appropriate training, work planning, and correct testing procedures and techniques. The ways of controlling risks are ranked from the highest level of protection and reliability to the lowest. This ranking is known as the hierarchy of risk control. You must work through this hierarchy to choose the control that most effectively eliminates or minimises the risk in the circumstances, so far as is reasonably practicable. This may involve a single control measure or a combination of two or more different controls. ELIMINATION The most effect control measure is to remove the hazard or hazardous work practice. For example, working de-energised rather than energised eliminates significant electrical risks. That is why the WHS Regulations prohibit energised electrical work subject to certain exceptions. SUBSTITUTION Replacing a hazardous process or material with one that is less hazardous will reduce the hazard, and hence the risk. For example, it may not be reasonably practicable to eliminate energised electrical work altogether; however, even if it is necessary (for one of the legally permissible reasons) to work on an energised electrical part, it may be possible to deenergise the surrounding parts. ISOLATION Preventing workers from coming into contact with the source of the electrical hazard will reduce the relevant risks. 4. MANAGING THE RISKS OF ELECTRICAL WORK 26 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE ENGINEERING CONTROLS Use engineering control measures to minimise the risk, for example insulation, guarding and installing residual current devices to prevent electric shock. ADMINISTRATIVE CONTROLS Administrative controls involve the use of safe work practices to control the risk, for example the provision of suitable and adequate training, establishing exclusion zones, use of permits and warning signs. PERSONAL PROTECTIVE EQUIPMENT (PPE) PPE includes protective eyewear, insulated gloves, hard hats, aprons and breathing protection. The PPE should be rated for the work to be done. If working on energised equipment, the PPE must be able to protect the user from the maximum prospective energy available at the work site. Administrative controls and PPE do nothing to change the hazard itself. They rely on people behaving as expected and require a high level of supervision. Exclusive reliance on administrative controls and PPE must only occur where other measures are not reasonably practicable or as an interim control while the preferred control measure is being implemented. See regulation 36 of the WHS Regulations. However, administrative controls such as procurement and personnel policies and procedures are very important in relation to electrical risks, as they will help to ensure that electrical work is carried out by a qualified electrician as required by law. You should check that your chosen control measure does not introduce new hazards. 4.5 Review the control measures See Section 2.4 of this Code. 4. MANAGING THE RISKS OF ELECTRICAL WORK CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 27 Electrical work (whether energised or de-energised) must only be carried out by appropriately licensed or registered electrical workers. For more information about the applicable electrical licensing or registration laws contact the local regulator in the relevant jurisdiction. 5.1 General principles – verification of de-energised electrical equipment A person conducting a business or undertaking must ensure that electrical work is not carried out on electrical equipment while the equipment is energised, subject to the prescribed exceptions discussed in Section 7 of this Code. These provisions do not apply to work carried out by or on behalf of electricity supply authorities on the electrical equipment, including line-associated equipment, controlled or operated by the authority to generate, transform, transmit or supply electricity. This exemption does not extend to the electricity generation sector. A person conducting a business or undertaking carrying out electrical work must ensure that, before electrical work is carried out on electrical equipment, the equipment is tested by a competent person to determine whether or not it is energised. The person conducting a business or undertaking must ensure that: each exposed part is treated as energised until it is isolated and determined not to be energised; and each high-voltage exposed part is earthed after being de-energised. A person conducting a business or undertaking must ensure that electrical equipment that has been de-energised to allow for electrical work to be carried out cannot be inadvertently re-energised. The safe work principle ‘TEST FOR ‘DEAD’ BEFORE YOU TOUCH’ must be applied at all times. Even if the electricity supply is believed to have been isolated, it must be assumed that all conductors and electrical components are energised until they have been proven deenergised. Testing for ‘dead’ must be undertaken as appropriate for the duration of the electrical work. Testing is undertaken prior to touching, taking into account all relevant factors including the nature of the conductor, nature of the isolation, nature of work, if there has been a change or the area has been left idle (unattended) for a period. The testing method (including the tester used) must be safe and effective. The electrical worker carrying out the testing must understand testing procedures and be competent in the use of the tester. Panel voltmeters should not be used as the only method of determining whether an electrical part is de-energised. If voltage testers are used they should be tested for correct operation immediately before use and again after use to confirm that the instrument is still working. This check should be considered to be part of the ‘TEST FOR ‘DEAD’ BEFORE YOU TOUCH’ safe work principle. 5. RISK CONTROLS – WORKING DE-ENERGISED Regulation 152 – 156 28 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE If there are any exposed conductors in the immediate work area they should be separated by design or segregated and protected with insulated barricades, insulated shrouding or insulated material to prevent against inadvertent or direct contact. For more information about testing instruments see Chapter 9 of this Code. 5.2 Safe work method statements A person conducting a business or undertaking must ensure that electrical work on energised electrical equipiment is carried out in accordance with a safe work method statement. Safe work method statements are required in relation to prescribed ‘high risk construction work’, in addition to energised electrical work. For more information about safe work method statements see Section 7.3 of this Code and for ‘high risk construction work’ see the Code of Practice: Construction Work. 5.3 Work on cables (including cutting cables) Where work is to be carried out on a cable, the cable should be de-energised. Cables must be treated as energised and the procedures for working on energised electrical equipment followed until positive tests can be made that prove the cable is de-energised. If the cable’s connections are exposed the connections and attached live parts should be proved to be de-energised and identified before work starts. Cutting cables presents particular risks. Both ends of the cable should be checked for isolation prior to cutting. Schematic diagrams or ‘as built’ diagrams should be checked carefully to establish secondary or metering circuits in multi-cored cables prior to cutting. Additional precautions should be taken to ensure insulated or covered cables are deenergised, whether the cables are low voltage, high voltage or control cables. For example, the action of cutting a multi-core control cable is likely to create a risk if secondary current from a current transformer is present. This risk may not be initially apparent; that is, the cable cutters may not be damaged when the cable is cut. A high voltage may develop across the open-circuited secondary winding causing an electric shock, arcing or a fault at a later stage. Depending on the situation, alternative precautions may include: using a cable spiking or stabbing device that is fit for purpose a combination of proving it is de-energised and physically tracing the cable. 5. RISK CONTROLS – WORKING DE-ENERGISED Regulation 161 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 29 Working de-energised on low voltage electrical equipment or circuits requires the electrical equipment or circuits to be effectively isolated from all relevant sources of electricity supply. This may be done using opening switches, removing fuses or links, opening circuit breakers or removing circuit connections. The standard steps in low voltage isolation are: Consultation consulting with the person with management or control of the workplace (e.g. in relation to the timing of the work) and notifying any other affected persons as appropriate Isolation identifying the circuit(s) requiring isolation disconnecting active conductors from the relevant source(s), noting there may be multiple sources and stand-by systems/ generators/photovoltaic systems as well as auxiliary supplies from other boards if a removable or rack out circuit breaker or combined fuse switch is used it should, if reasonably practicable, be racked out or removed then locked open and danger tagged Securing the isolation locking the isolating switch(es) where practicable or removing and tying back relevant conductors to protect the person(s) carrying out the electrical work Tagging tagging the switching points where possible to provide general information to people at the workplace Testing testing to confirm the relevant circuits have been de-energised and any other relevant conductors in the work area Re-testing as necessary for example, if the person carrying out the work temporarily leaves the immediate area, checks and tests must be carried out on their return to ensure that the electrical equipment being worked on is still isolated to safeguard against inadvertent reconnection by another person for example, if a wire changes its status when cut, which can occur because it is lifted from earth. The effectiveness of isolation procedures relies on: isolation points being readily available/accessible and being suitable for the type of isolation (switching) being conducted the necessary hardware having isolation procedures documented and accessible to electrical workers in the workplace the provision of instruction, information and training of electrical workers involved with the electrical equipment appropriate supervision to ensure safe work procedures, including isolation procedures, are followed. Safe isolation procedures (including the use of locks and tags discussed below) should be developed in consultation with relevant workers. If the workers are represented by a health and safety representative, the consultation must involve that representative. 6. LOW VOLTAGE ISOLATION AND ACCESS 30 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 6.1 Securing the isolation A person conducting a business or undertaking must ensure that electrical equipment that has been de-energised to allow electrical work to be carried out on it is not inadvertently re-energised while the work is being carried out. For work on low voltage electrical equipment or circuits, ensure that the correct point of isolation is identified, an appropriate means of isolation is used and the supply cannot be inadvertently re-energised while the work is carried out. A fundamental principle is that the point of isolation should be under the control of the person who is carrying out the work on the isolated conductors. Tagging systems should also be used at the point(s) of isolation where possible for general information. The isolation should be secured by locking off and tagging the electrical equipment as follows. INSTRUCTION, INFORMATION, TRAINING AND SUPERVISION Appropriate instruction, information, training and supervision must be provided to ensure that electrical equipment that has been de-energised to allow electrical work to be carried out is not inadvertently re-energised. This includes appropriate instruction, information and training on isolation procedures to everyone who may be affected at the workplace. LOCKING OFF Isolation points should be fitted with control mechanisms that prevent the electrical equipment from being inadvertently re-energised. The control mechanism should require a deliberate action to engage or disengage the device. It should be able to withstand conditions that could lead to the isolation failing, for example vibration. This may include switches with a built-in lock and lock-outs for switches, circuit breakers, fuses and safety lock-out jaws (sometimes called ‘hasps’). All circuit breakers, switches and combined fuse switch units should be locked off to secure the isolation where possible. See Figure 5 for examples of locking-off methods incorporating danger tags. Alternative controls may include an additional component, for example a clip, screw, bolt or pin that can be inserted to prevent a switch from being operated. These types of controls should be used in conjunction with additional control measures, for example danger tags and permit systems. If more than one person is working on the same de-energised electrical installation, individuals should ensure their own personal lock is applied to the isolation point, otherwise the principles of tagging apply (see below). No-one should operate an isolator or knowingly use equipment where the isolator has a control mechanism attached. In situations where isolation points are accessible by other persons at the workplace ensure, so far as is reasonably practicable, that the isolation method or system is not able to be inadvertently or easily compromised. 6. LOW VOLTAGE ISOLATION AND ACCESS Regulation 156 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 31 FIGURE 5: Locking off methods incorporating danger tags Danger tagged locking off hasp Danger tagged circuit breaker locking off devices TAGGING SYSTEMS Danger tags Isolation involves using suitable warning or safety signs as well as locks or other controls to secure the isolation. Where possible, a tag should be attached to normal locks (as shown in Figure 5) at all points of isolation used to de-energise electrical equipment from its electricity supply. A tag does not perform the isolation function. Danger tags are not required when using dedicated personal isolation locks. Danger tags are used for the duration of the electrical work to warn persons at the workplace that: the electrical equipment is isolated or out of service the electricity supply must not be switched back on or reconnected reconnecting electricity may endanger the life of the electrical worker(s) working on the equipment. The danger tag should: be durable and securely fixed to the isolator clearly state the warning, including any warning about specific hazards relating to the isolation (for example, multiple points of supply) be dated and signed by the worker or workers involved in carrying out the work or, where appropriate, by the supervisor in charge of the workers be attached in a prominent position on each isolation point (i.e. the point or one of many points used to isolate electrical parts) or device only be removed by the signatories to the tag. If unavailable and unable to return, measures must be put in place to manage risks associated with removing the lock or tag (e.g. thorough investigation to ensure all workers and others at the workplace are safe). 6. LOW VOLTAGE ISOLATION AND ACCESS 32 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE If the work is incomplete, for example at a change of shift, the last person removes their danger tag or lock and replaces it with a warning tag e.g. out of service or caution. When work is resumed, the person in charge of the work removes the warning tag (out of service or caution) and each person then applies their danger tag and/or lock. When work is finally completed, each person removes their danger tag and/or lock. Where a formal permit system is used, all reasonable steps must be taken to ensure that the designated sign-on and tagging procedures are followed. Out of service tags Out of service or caution tags are used to identify electrical equipment that is not safe to use or fit for purpose. The out of service or caution tag should: be durable and securely attached clearly state the nature of the defect or reason why the electrical equipment is unsafe be attached on a prominent position on each isolation point only be removed by a competent person after fixing or rectifying the defect and making the electrical equipment safe, or replacing with a danger tag in preparation to work on the equipment. FIGURE 6: Example of a danger tag and out of service tag TESTING Testing must be carried out to confirm the relevant circuits have been de-energised and the status of any other relevant conductors in the work area. BONDING CONDUCTORS For guidance on bonding conductors if electrical equipment is isolated at a remote location or there is a risk of induced voltage being present, see AS/NZS 4836. 6.2 Altering isolation for testing, fault finding and re-energising It may be necessary to change an isolation point to allow for testing or fault finding on energised parts, for example testing that may be required before returning electrical equipment to service and commissioning new electrical equipment. 6. LOW VOLTAGE ISOLATION AND ACCESS CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 33 Any testing or fault finding on energised parts must be carried out in accordance with requirements for energised electrical work, which are discussed in Section 7 of this Code. If electricity supply is restored to part of the circuit then safe procedures for restoring electricity supply must be followed. 6.3 Restoring power All reasonable steps must be taken to ensure that restoring electricity supply following isolation does not pose risks to health and safety at the workplace. For example: appropriately terminating all conductors carrying out appropriate testing on any new, altered or repaired electrical equipment, for example tests for insulation resistance, earth continuity, polarity, correct connection and function testing removing safeguards, including temporary bonds and short-circuiting devices notifying all workers working on the electrical equipment and other affected workers at the workplace that electricity is to be restored taking precautions as appropriate to ensure that other electrical equipment is not inadvertently energised following procedures for removing any locks (or other control mechanisms), tags, notices and safety signs carrying out a visual inspection to ensure that all tools, surplus material and waste has been removed from the workplace. When electricity is restored tests must be carried out to confirm that polarity is correct, actives are switched and, where applicable, phase sequences are correct before electrical equipment is used. For further information refer to AS/NZS 3017:2007 Electrical installations – Verification guidelines. 6.4 Leaving unfinished work If work is left unfinished, the workplace must be left in a safe state including, for example, by: terminating any exposed conductors physically securing any exposed conductors or surrounding metal work tagging, taping off the electrical equipment and the workplace area informing affected persons at the workplace the work is not complete and advising of potential hazards taking any necessary precautions to ensure that electrical equipment cannot become inadvertently re-energised ensuring that the status of switchboards and electrical equipment are clearly and correctly labelled handing over adequate information to workers taking up the unfinished work to allow them to continue the work safely. 6. LOW VOLTAGE ISOLATION AND ACCESS 34 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 7.1 Prohibition on energised electrical work A person conducting a business or undertaking carrying out electrical work must ensure the work is not carried out on energised electrical equipment unless: it is necessary in the interests of health and safety that the electrical work is carried out while the equipment is energised (e.g. it may be necessary for life-saving equipment to remain energised and operating while electrical work is carried out on the equipment), or it is necessary that the electrical equipment to be worked on is energised in order for the work to be carried out properly, or it is necessary for the purposes of testing to ensure the equipment is de-energised as required by regulation 155, or there is no reasonable alternative means of carrying out the work, These requirements in relation to energised electrical work do not apply to work carried out by or on behalf of electricity supply authorities on the electrical equipment, including line-associated equipment, controlled or operated by the authority to transform, transmit or supply electricity. These authorities may be covered by separate electrical safety requirements. Energised electrical work is electrical work carried out in circumstances where the part of electrical equipment being worked on is connected to electricity or ‘energised’. Electrical work must not be carried out on electrical equipment while energised only because it is merely more convenient for the electrical equipment to stay energised while the work is being carried out. Energised electrical work must not be carried out unless the safety risk to those persons directly affected by a supply interruption is higher than the risk to the licensed or registered electrical workers proposed to carry out the energised electrical work. Only in extremely rare circumstances would it be possible to justify that it is not practicable to have a short break in supply. Most electrical installations suffer no harm through unplanned interruptions of this kind to the network supply. In some cases a short break may allow for the insertion (and removal) of insulated barriers. A person conducting a business or undertaking requiring electrical work to be carried out may provide operational reasons appearing to justify energised electrical work. Requiring electrical work to be carried out while the equipment is energised when it could be avoided places an onerous responsibility on the business or undertaking commissioning the work to minimise the risks. Should an incident occur as a result of carrying out energised electrical work, the business or undertaking commissioning the work is at risk of being found not to have provided a safe workplace. This could contravene the primary duty of care under the WHS Act. Energised electrical work is generally prohibited unless one or more of the exceptions under the WHS Regulations applies and the work is carried out in accordance with the WHS Regulations. 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK Regulation 152, 157 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 35 7.2 Planning and preparation If electrical work is to be carried out on energised electrical equipment a person conducting a business or undertaking must ensure before the work commences that: a risk assessment is conducted by a competent person in relation to the proposed work and recorded the area where the electrical work is to be carried out is clear of obstructions so as to allow for easy access and exit the point at which the electrical equipment can be disconnected or isolated from its electricity supply is: – clearly marked or labelled, and – cleared of obstructions so as to allow for easy access and exit by the worker who is to carry out the electrical work or any other competent person, and – capable of being operated quickly the person authorises the electrical work after consulting with the person with management or control of the workplace. Requirements relating to the point of supply under the third dot point above do not apply if the work is to be carried out on the supply side of the main switch on the main switchboard for the equipment and the point at which the equipment can be disconnected from its electricity supply is not reasonably accessible from the work location. RISK ASSESSMENTS See Section 4.2 for information on assessing the risks. In addition to the listed considerations, the assessment should be designed to check compliance with the legislative requirements described above. For energised electrical work, any significant findings should be recorded, reviewed from time to time and revised if necessary. See Section 2.4 of this Code for a description of triggers for review. CONSULTATION BETWEEN DUTY HOLDERS All persons conducting a business or undertaking at a workplace have a duty to manage electrical risks at the workplace while electrical work is being carried out, not just those carrying out the electrical work. Electrical work will often be carried out at a place that is not under the management or control of the person conducting the business or undertaking carrying out the electrical work. For example, the place where work is carried out may be under the management or control of: if the place is a permanent workplace—the person conducting a business or undertaking from that workplace if the place is a public place—the relevant local or state authority. These persons will also have duties in relation to the health and safety of the electrical worker(s) and other persons at the place where the electrical work is being carried out. 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK Regulation 158 36 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE All duty holders must, so far as is reasonably practicable, consult, co-operate and co-ordinate activities with each other to ensure compliance with their work health and safety duties. In addition to the general duty to consult, the person conducting a business or undertaking carrying out the electrical work must ensure the electrical work is only authorised (among other things) after consulting with the person with management or control of the workplace. Consultation should ensure that all relevant persons are aware of any scheduled electrical work to be carried out and also any relevant risks to health and safety arising from that work. Arrangements should also be put in place to ensure, so far as is reasonably practicable, that all persons at the place receive suitable and adequate information and instruction, for example about the need to comply with warning or safety signs and stay out of any no go zones. RESIDENTIAL PREMISES Occupiers of residential premises (as a person at a workplace) must take reasonable care that their acts or omissions do not adversely affect the health or safety of other persons, including that of electrical workers at their premises. 7.3 Carrying out energised electrical work A person conducting a business or undertaking must ensure that electrical work carried out on energised electrical equipment is carried out: by a competent person who has tools, testing equipment and PPE that are suitable for the work, have been properly tested and are maintained in good working order in accordance with a safe work method statement prepared for the work, and subject to the exception explained below—with a safety observer present who is competent: – to implement the control measures in an emergency – to rescue the worker who is carrying out the work if necessary, and – has been assessed in the previous 12 months as competent to rescue and resuscitate a person. A safety observer is not required if the work consists only of testing and the risk assessment shows there is no serious risk associated with the proposed work. The person must ensure, so far as is reasonably practicable, that the person who carries out the electrical work uses the tools, testing equipment and PPE properly. Additionally: workers carrying out the electrical work must have or be provided with suitable and adequate information, instruction and training in: planning and preparation requirements for the carrying out of energised electrical work safe work procedures, particularly those documented in safe work method statements proper use of the relevant tools, testing equipment and PPE 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK Regulation 161 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 37 first aid facilities must be provided at the workplace and they must be readily accessible emergency contact numbers should be made available at the workplace fire fighting equipment that is suitable for electrical fires should be accessible the person with management or control of the workplace must be consulted before the electrical work is authorised energised conductors should be insulated where necessary to prevent inadvertent contact or flashovers unauthorised persons should be prevented from entering the work area, for example through the use of barriers and signage. Many of these requirements require consultation, co-operation and co-ordination between multiple duty holders at the workplace. Safe work method statements prepared for energised electrical work must describe consultation arrangements with the person with management or control of the workplace, including any authorisation procedures and position descriptions. SAFE WORK METHOD STATEMENTS Safe work method statements document a process for identifying and controlling health and safety hazards and risks. They may also incorporate a risk assessment. Safe work method statements must be developed in consultation with relevant workers. If the workers are represented by a health and safety representative, the consultation must involve that representative. Safe work method statements must: identify the electrical work specify the hazards associated with that electrical work and risks associated with those hazards describe the measures to be implemented to control the risks describe how the risk control measures are to be implemented, monitored and reviewed, and may include the risk assessment prepared for the relevant work. Safe work method statements must be written in a way that makes them readily understandable by the workers who are to use them. A copy must be readily accessible to any worker who is to carry out the electrical work covered by the statement. Safe work method statements must be kept up-to-date. They must, for example, be revised if a decision is made to change relevant safe work procedures at the workplace. Appendix D to this Code includes a preventative actions checklist that may help you to identify hazards associated with electrical work and develop safe work methods. If the electrical work falls within the description of ‘high risk construction work’ then the construction regulations in the WHS Regulations will also apply. For more information see the Code of Practice: Construction Work. 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK 38 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE RECORD KEEPING REQUIREMENTS A person conducting a business or undertaking carrying out electrical work must keep: a copy of the risk assessment until at least 28 days after the work to which it relates is completed, and a copy of the safe work method statement until the work to which it relates is completed. If a ‘notifiable incident’ under Part 3 of the WHS Act occurs in connection with the work to which the assessment or statement relates, the person must keep the assessment or statement (as the case requires) for at least two years after the incident occurs. HAZARDS INDIRECTLY CAUSED BY ELECTRICITY—CONDUCTIVE MATERIALS Persons can be exposed to electrical risks, including risks of electric shock, arcing and explosion, without directly contacting exposed energised parts of electrical equipment. Other conductive materials can provide current paths for the electric shock, fault current or both. All materials should be regarded as conductive unless proved otherwise. Gases and liquids should be regarded as conductive. Particular care should be taken when exposed energised parts are near earthed situations. The electric shock path to earth can be via conductive materials, such as concrete, timber with a high moisture content or water. For example, ladders that are damp or dirty may become conductive and create a potential hazard. When working near exposed energised parts or working energised, the tools and equipment used should be non-conductive or insulated. Examples include: torches telescopic devices rulers and tape measures insulated hand tools, for example screwdrivers, pliers, cable cutters, spanners and crimpers electrical or hydraulic powered tools. Metallic personal items including watches and watchbands should not be worn by workers carrying out work near exposed energised parts. Metal objects worn on or close to the body increase the risk of electric shock. Additionally, electrical burns can be more serious because these objects retain heat and provide contact points for current to flow. Examples of metallic personal items include jewellery, body piercings and metal spectacle frames. TOOLS AND EQUIPMENT All workers should be competent in the safe use of their tools and equipment (including PPE). For more information about maintaining and inspecting tools and equipment, including testing and fault finding instruments, see Section 9 of this Code. 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK Regulation 162 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 39 WORK POSITION Electrical work should be carried out from a position that minimises the risk of inadvertent contact with exposed energised parts and also the risk of an electric shock path being created. For example, safe work method statements should require, so far as is reasonably practicable, that electrical workers position themselves so that: an involuntary action like sneezing would not cause them to touch exposed energised parts no electric shock path can be created due to working in an awkward position, for example testing components towards the rear of a washing machine via the front panel no electric shock path can be created when carrying out phase sequencing or rotation testing on overhead mains or at an underground pillar. SAFETY OBSERVERS A competent safety observer must be present when work is carried out on energised electrical equipment, unless the work consists only of testing and a risk assessment shows that there is no serious risk associated with the proposed work. The role of the safety observer should be clearly communicated and understood. The safety observer must: be competent to implement the control measures in an emergency be competent to rescue the worker who is carrying out the work if necessary, and must have been assessed in the previous 12 months as competent to rescue and resuscitate a person. The safety observer should: not carry out any other work or function that compromises their role, for example they should not be required to observe more than one task at a time not be situated in the work basket of the elevating work platform from which the electrical work is being carried out be able to communicate quickly and effectively with the electrical worker(s) carrying out the work. Specialist equipment may be necessary if there is a barrier to communication not have any known temporary or permanent disabilities that would adversely affect their role and performance. SAFETY BARRIERS AND SIGNS Barriers and signs may be designed, erected or installed to: protect electrical workers from inadvertently contacting energised exposed parts ensure that access to and egress from the work location of live work allows for clear, unobstructed passage warn others and direct people away from dangerous work areas. Different kinds of safety barriers may be required for different purposes. For example: to protect electrical workers from inadvertently contacting energised exposed parts—a physical safety barrier should consist of a non-conductive material such as wood or plastic or, alternatively, correctly earthed steel and be strong enough to withstand the impact from falling objects or loose material 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK 40 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE to exclude persons generally from a work area where there is a risk of energised exposed parts—secure housings, enclosures, doors and room may provide appropriate safety barriers. A risk assessment should be carried out by a competent person to advise on whether a barrier is appropriate to address the relevant risks and, if so, appropriate design and correct materials. The barrier must be erected safely. This may require switching off or isolating the electricity supply while the barrier is installed. A barrier may be temporary or permanent and, if applicable, should clearly designate the safe work area by defining the approach path to the relevant piece of equipment. EMERGENCY PLANNING An emergency plan for the workplace must be prepared, maintained and implemented at the workplace. For this purpose, you must consider all relevant matters, including the following: the nature of the work being carried out at the workplace the nature of the hazards at the workplace the size and location of the workplace the number and composition of the workers and other persons at the workplace. Quick action after an electrical incident that causes injury can save a life or significantly reduce the severity of the injury. Even if an electrical incident does not appear to have caused injury at the time, there may be some delayed effects. Any person who is involved in an electrical incident involving an electric shock should receive medical attention. Incidents that expose a worker or any other person to a serious risk from an electric shock must be notified to the regulator and may also be notifiable separately to an electrical safety regulator. A well-prepared emergency response assists in managing the severity of the injury where an incident has occurred and takes into account the health and safety of those required to respond to the incident. For example, in an exposed energised high voltage situation, the electricity supply should be isolated and proved de-energised before carrying out a rescue. Special consideration must also be given in relation to other higher-risk workplaces including confined spaces, working at heights (e.g. elevating work platforms), workplaces with hazardous atmospheres which present a risk to health or safety from fire or explosion, and trenches, shafts and tunnels. 7.4 Leaving unfinished work Refer to Section 6.4 of this Code. 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK Regulation 43 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 41 7.5 Particular energised electrical work—testing and fault finding DE-ENERGISED TESTING METHODS SHOULD BE USED BEFORE ENERGISED TESTING METHODS Fault finding should first be attempted in a de-energised environment using de-energised testing methods. If unsuccessful, energised testing methods may be used subject to meeting the requirements of the WHS Regulations and this Code for working energised. PLANNING AND PREPARATION, ETC. Before commencing any testing or fault finding in an energised environment: identify exposed conductive parts that could become energised while using test instruments use temporary or fixed barriers to prevent electrical workers from inadvertently contacting exposed conductive parts use only appropriate insulated and rated tools, test instruments and test probes carry out checks to ensure that the test instruments to be used are appropriate and functioning correctly use only appropriately rated PPE use a safety observer, if required by the risk assessment conducted for the work ensure that only authorised persons may enter the immediate area where the work is to be carried out carry out a regular review of the work situation to ensure that no new hazards are created during the process. When testing or fault finding is completed, circuits and equipment must be restored to a safe condition. For example, disconnected conductors should be reconnected and left in a safe state, covers replaced, and accessories and equipment properly secured. Procedures involving coordination, such as procedures related to switching circuits or equipment on and off during the fault finding or testing process, must be implemented and maintained at all times. SAFE WORK PROCEDURES—HAZARDOUS ATMOSPHERES See AS/NZS 3000:2007 for guidance on electrical testing and fault finding in hazardous atmospheres that present a risk to health and safety from fire or explosion. 7. RISK CONTROLS – ENERGISED ELECTRICAL WORK 42 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Electrical work on any installation, equipment, machinery, plant or appliance may pose a risk of direct or indirect contact with nearby exposed energised electrical parts (e.g. installing or testing circuits on a switchboard adjacent to exposed live electrical parts). In some circumstances the risks associated with undertaking electrical work near exposed live parts can be equivalent to those associated with live electrical work. Risks to be considered, but not limited to, are those arising from: energised parts exposed high temperature parts moisture entering the electrical equipment. Identifying and assessing the risks and developing risk control measures as described in the Code of Practice: How to Manage Work Health and Safety Risks will provide further assistance in developing safe work practices. 8.1 Planning and preparation If there is a safety risk associated with working near energised electrical parts a written risk assessment should then be made to help determine the risk level and decide on appropriate risk control measures. Risks include: electric shock if exposed energised parts are touched explosion, for example if a metal tool is dropped onto bus bars causing a short circuit exposed high-temperature parts causing burns to bare skin electrical fires induced, for example, by allowing moisture or dust to enter electrical equipment. The following factors may be taken into account in assessing risks: type of work carried out and tools or equipment used proximity of the work to energised parts the types of tools and equipment used in the work, for example the conductive properties of tools environmental conditions such as confined space, wet surfaces or unfavourable weather assessing the need to repair equipment while it remains energised, for example cleaning a low voltage switch room work that may impose additional risks, for example welding or grinding that could damage adjacent electrical lines or equipment. 8.2 Working near energised electrical parts You must work through the hierarchy of controls to choose the control that most effectively eliminates or minimises the risk of working near energised electrical parts, so far as is reasonably practicable. This may involve a single control measure or a combination of two or more different controls. 8. RISK CONTROLS – WORKING NEAR ENERGISED ELECTRICAL PARTS CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 43 Under the WHS Regulations substitution, isolation and engineering controls are ranked at the same level of protection, ahead of administrative controls and then PPE. Elimination The most effective control measure is to remove the hazard or hazardous work practice. This could mean electrically isolating the nearby electrical equipment or installation before starting work. When disconnecting the installation or equipment from supply, a method should be applied to ensure the equipment is not reconnected while the work is carried out. For example, you could place the plug in a lockable enclosure. If equipment is connected to supply by fixed wiring, use other suitable means of isolation as discussed elsewhere in this Code. The isolation process should be clearly documented so that everyone involved knows exactly what to do. Redesigning equipment or work processes could involve designing and installing equipment that does not have energised parts near the work area. Substitution Replacing a hazardous process or material with one that is less hazardous will reduce the hazard, and hence the risk. For example, replacing instead of repairing a faulty part. This could mean shorter downtime and not having to work live, lessening or eliminating the risk of exposure. Isolation You may be able to isolate the risk, for example by erecting a physical barrier to prevent any contact with electrical risk, directly or indirectly. A physical barrier should consist of a nonconductive material such as wood or plastic or, alternatively, correctly earthed metal, and be strong enough to withstand any impact from falling objects or loose materials. Before any barriers are erected, a risk assessment must be carried out by a competent person to ensure the appropriate design and correct materials are used. The barrier must be erected safely. This may require isolating the electricity supply while the barrier is installed. Engineering Controls For example, installing residual current devices to prevent electric shock. Administrative Controls Administrative controls involve the use of safe work practices to control the risk, for example the provision of suitable and adequate training, establishing exclusion zones, and use of permits and warning signs. Personal protective equipment (PPE) PPE includes protective eyewear, insulated gloves, hard hats, aprons and breathing protection. The PPE should be rated for the work to be done. If working on or near energised equipment, the PPE must be able to protect the user from the maximum prospective energy available at the work site. 8. RISK CONTROLS – WORKING NEAR ENERGISED ELECTRICAL PARTS 44 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 8.3 Implementing risk control measures In implementing risk controls, you may develop a safe work method statement that: specifies the determined risk controls sets out the steps that need to be taken to implement the risk controls identifies and allocates the resources necessary to implement the measures (i.e. time and expenses) allocates responsibilities and accountabilities (e.g. who does what and when) sets a date for reviewing the risk controls. A safe work method statement must be prepared for construction work that is carried out on or near energised electrical installations or services. Further information about these requirements is available in the Code of Practice: Construction Work. 8.4 Reviewing risk control measures See Section 2.4 of this Code. 8. RISK CONTROLS – WORKING NEAR ENERGISED ELECTRICAL PARTS CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 45 9.1 Inspection and testing Tools, instruments and equipment that are poorly maintained, inappropriately used or not fit for purpose can cause injuries, for example: inadequately insulated tools and test instruments incorrectly rated instruments. Unrestrained tools may fall into energised switchboards and compromise the integrity (including safety) of the equipment. The use of lanyards around wrists, tool holders and restraints such as tool pouches and baskets may be used to address these risks. The tools, instruments and equipment used by electrical workers often have special design characteristics, for example many are insulated. Inadequate maintenance may lead to serious electrical risks, for example insulating medium might conceal a mechanical defect that could cause an open circuit in a testing device. Insulated tools and equipment must be suitable for the work and be maintained in good working order, including by regular maintenance, inspection and testing. Where any doubt exists that the insulation of tools and equipment might not be adequate they should not be used. Maintenance and inspection should be carried out according to manufacturer’s instructions. 9.2 Ladders, scaffolds and similar equipment Certain ladders, scaffolds and similar equipment may pose electrical risks including: metallic or wire reinforced ladders and scaffolds are conductive and may create an electric shock path, for example: a ladder slipping while work is being carried out on it, causing the worker on the ladder to touch exposed energised parts, for example grabbing a mains box a gust of wind blowing an extension ladder into nearby overhead power lines in switchrooms and switchyards—conductive devices such as aluminium ladders and scaffolds creating electric shock paths and current paths to earth, for example a metal wire reinforced ladder causing a fault to ground if the ladder touches a live 33 kV busbar when using ladders, scaffolds and similar equipment, workers are more likely to touch open wiring such as overhead lines in cases where lines are carrying large currents, conductive scaffolds may become subject to induction portable scaffolds may damage insulation when moved if the scaffold strikes conductors or leads. Consideration should be given to eliminating the use of metallic, wire reinforced or otherwise conductive ladders; these items should not be used in close proximity to equipment where an electrical hazard may result from their use. These types of ladders should be avoided for any kind of electrical work. 9. TOOLS AND EQUIPMENT 46 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Other effective risk control measures may include: identifying if there are exposed energised parts nearby. In this situation, risk control measures such as de-energising, fitting covers, using a safety observer, or a combination of these, should be considered employing safe work practices, including: two or more people carrying long devices in switchyards and switchrooms in a position below shoulder height two people handling extension ladders in windy conditions restraining ladders using head ropes or footropes, or both if practicable—using a platform-style step ladder if conductive scaffolding is used within high-voltage enclosures or in situations where there is induction, bonding the structure to the earthing system. Depending on the construction of the scaffold, a number of sections may need to be bonded to ensure an equipotential state. 9.3 Insulating barriers and insulating mats Insulating covers and mats used for electrical safety purposes should comply with AS/NZS 2978:1995 Insulating mats for electrical purposes. Insulated barriers should be of suitable material to effectively separate electrical workers from adjacent energised equipment. Insulated covers and mats should be visually inspected for possible defects before and after each use. 9.4 Test instruments The tools, testing equipment and PPE for testing and fault finding must be suitable for the work, properly tested and maintained in good working order. Workers carrying out electrical testing must be appropriately trained and competent in test procedures and in the use of testing instruments and equipment, including: being able to use the device safely and in the manner for which it was intended being able to determine, by inspection, that the device is safe for use, for example the device is not damaged and is fit for purpose understanding the limitations of the equipment, for example when testing to prove an alternating current circuit is de-energised, whether the device indicates the presence of hazardous levels of direct current being aware of the electrical safety implications for others when the device is being used, for example whether the device causes the electric potential of the earthing system to rise to a hazardous level knowing what to do to ensure electrical safety when an inconclusive or incorrect result is obtained. 9. TOOLS AND EQUIPMENT CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 47 CHECKS CARRIED OUT ON TEST INSTRUMENTS Test instruments that are to be used or connected to electrical equipment should meet the following conditions: be suitable for the work in terms of their function, operating range and accuracy be in good condition and working order, clean and have no cracked or broken insulation. Particular care must be taken regarding the condition of the insulation on leads, probes and clips of test equipment pose no danger of electrocution to workers or damage to the electrical equipment during testing have suitably insulated leads and connection probes that enable connection or contact with energised parts to be made with minimal risk to the electrical worker provide suitable protection against hazards arising from over-voltages that may arise from or during the testing or measurement process. AS 61010.1:2003 Safety Requirements for Electrical Equipment for Measurement, Control and Laboratory Use – General requirements provides a classification for instruments on the basis of their immunity to over-voltage, which is liable to be experienced in different parts of electrical equipment. Devices should be rated as Category III or IV to enable their use on all parts of the equipment. Test probes and other equipment should be designed and selected so that they cannot inadvertently short circuit between live conductors or live conductors and earth. The terminals of test equipment should be shrouded and all other test sockets on measuring instruments should be designed so as to prevent inadvertent contact with any live test socket or conductor when equipment is in use. Where appropriate, test leads and testing devices need to be provided with suitable fuse protection. Testing equipment, where used in hazardous flammable areas, should be designed and clearly marked as being suitable for use in these conditions. Testing equipment used for detecting an energised source should be trialled first to prove that it is functioning correctly immediately before and after the test has taken place. The standard test regime is to test a known source of energy, test the de-energised circuit for zero volts then test the known source again. A faulty indicator will always read zero so must be proved before and after the test. PROXIMITY VOLTAGE TESTERS To confirm a positive indication and to establish the circuit voltage, the use of an alternative test instrument that incorporates a visual display should be used before commencing electrical work on the equipment. Testers for detecting an electric field surrounding an energised conductor may not be suitable for testing cables that are surrounded by a metallic screen, enclosed in a metallic pipe or duct, or cables carrying direct current and in some other circumstances. Proximity voltage testers are not reliable in proving de-energised and should only be treated as an indicator. Proximity voltage testers should be tested for correct operations immediately before use and again immediately after use, particularly if the test result indicates zero voltage, to confirm that the instrument is still working correctly. 9. TOOLS AND EQUIPMENT 48 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 9.5 Personal protective equipment (PPE) PPE for electrical work, including testing and fault finding, must be suitable for the work, properly tested and maintained in good working order. The PPE must be able to withstand the energy at the point of work when working energised. Training must be provided in how to select and fit the correct type of equipment, as well as training on the use and care of the equipment so that it works effectively. Depending on the type of work and the risks involved, the following PPE should be considered: Face Protection—use of a suitably arc rated full face shield may be appropriate when working where there is potential for high current and arcing. Eye Protection—metal spectacle frames should not be worn. Gloves—use gloves insulated to the highest potential voltage expected for the work being undertaken. Leather work gloves may be considered for de-energised electrical work. Clothing—use non-synthetic clothing of non-fusible material and flame resistant. Clothing made from conductive material or containing metal threads should not be worn. Footwear—use non-conductive footwear, for example steel toe capped boots or shoes manufactured to a suitable standard. Safety Belt/Harness—safety belts and harnesses should be checked and inspected each time before use with particular attention being paid to buckles, rings, hooks, clips and webbing. 9.6 First Aid All workplaces must ensure the provision of first aid for the workplace, that each worker at the workplace has access to the equipment and access to the facilities for the administration of first aid. All workplaces must ensure that an adequate number of workers are trained to administer first aid at the workplace or workers have access to an adequate number of other persons who have been trained to administer first aid. Special requirements for safety observers apply in relation to certain energised electrical work. See Section 7.3 of this Code. For further guidance on how to provide first aid refer to the Code of Practice: First Aid in the Workplace. 9. TOOLS AND EQUIPMENT CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 49 Requirements for electrical work on high voltage equipment after switching, isolation, short circuiting and earthing are specialised requirements. Only competent electrical workers who have received appropriate training in high voltage electrical work are permitted to work on high-voltage electrical equipment. For more information you should seek further advice about working on or near high-voltage electrical installations from a specialist electrical contractor or the local electricity supply authority. ADDITIONAL RISKS ASSOCIATED WITH HIGH VOLTAGE The electrical risks and consequences of an electrical incident involving high voltage may be significantly higher than low voltage. Under fault conditions, the higher voltages (potentials) and fault current levels release massive quantities of energy. These risks must be effectively managed. PLANNING FOR HIGH VOLTAGE INSTALLATION WORK Persons conducting a business or undertaking who have a high voltage electrical installation should prepare an Installation Safety Management Plan for their workplace. The plan should address the risks associated with the operation and maintenance of the high voltage installation. This may include: a single line diagram for the installation, showing all switches and circuit breakers and their identifying labels or numbers site-specific operating rules covering all aspects of operating the high voltage installation, including procedures for arranging isolation of the installation from the local electricity network procedures for identifying hazardous areas including any confined spaces associated with the installation competency requirements for persons who may be permitted to operate or work on the high voltage installation, including appropriate requirements for re-training, re-testing and re-accreditation induction procedures for new contractors regular inspection and maintenance programs to ensure the installation remains serviceable and safe procedures for ensuring there is no extension or alteration of the installation without permission from the local electricity supply authority procedures for the safe handling of insulating oils and other substances that may be required for maintenance or repair procedures including warning signs for ensuring that all parts of the high voltage installation (e.g. underground cables and high voltage overhead power lines) are not damaged by heavy vehicles or other mobile plant, for example mobile cranes. 10. HIGH VOLTAGE ELECTRICAL WORK 50 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Competent person means: for electrical work on energised electrical equipment or energised electrical installations (other than testing referred to in regulations 150 and 165), a licensed or registered electrician or any other person permitted to carry out or supervise electrical work under relevant State or territory legislation (e.g. electrical engineer, electrical apprentice) for any other case, a person who has acquired through training, qualification or experience and the knowledge and skills to carry out the task. De-energised means separated from all sources of supply but not necessarily isolated, earthed, discharged or out of commission. Electrical equipment means any apparatus, appliance, cable, conductor, fitting, insulator, material, meter or wire that: is used for controlling, generating, supplying, transforming or transmitting electricity at a voltage greater than extra-low voltage is operated by electricity at a voltage greater than extra-low voltage is part of an electrical installation located in an area in which the atmosphere presents a risk to health and safety from fire or explosion, or is, or is part of, an active impressed current cathodic protection system within the meaning of AS 2832.1:2004. Electrical equipment does not include any apparatus, appliance, cable, conductor, fitting, insulator, material, meter or wire that is part of a motor car or motorcycle if: the equipment is part of a unit of the vehicle that provides propulsion for the vehicle the electricity source for the equipment is a unit of the vehicle that provides propulsion for the vehicle. Electrical installation means a group of items of electrical equipment that: are permanently electrically connected together can be supplied with electricity from the works of an electricity supply authority or from a generating source. Energised (live) means connected to a source of electrical supply or subject to hazardous induced or capacitive voltages. Isolated means disconnected from all possible sources of electricity supply and rendered incapable of being made energised without premeditated and deliberate action. Residual current device (RCD) means a device intended to isolate supply to protected circuits, socket outlets or electrical equipment in the event of a current flow to earth that exceeds a predetermined value. The RCD may be fixed or portable. Socket outlet is a device for detachably connecting electrically operated equipment to a power supply. The term ‘socket outlet’ includes a cord-extension socket attached to a flexible cord that is permanently connected to installation wiring. Voltage Extra low voltage means voltage that does not exceed 50 volts alternating current (50 V a.c.) or 120 volts ripple-free direct current (120 V ripple-free d.c.). Low voltage means voltage that exceeds extra-low voltage and does not exceed 1000 volts alternating current (1000 V a.c.) or 1500 volts direct current (1500 V d.c.). High voltage means voltage that exceeds low voltage. APPENDIX A – MEANING OF KEY TERMS CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 51 Non-portable RCDs Non-portable (or ‘fixed’) RCDs are installed at either the switchboard or a fixed socket outlet. Non-portable RCDs installed at the main switchboard Non-portable RCDs will protect all the wiring and electrical equipment plugged into the relevant circuit(s). Advantages provide permanent and secure protection against electrical faults, including protection against fixed-wiring faults as well as electrical equipment faults are more secure as they are usually inaccessible except to any person who holds the key to the switchboard may be cost-effective if the existing switchboard can accept the installation without major modification and RCD protection is required on circuits supplied from the main switchboard are usually adaptable as these RCDs can be installed in new, modified or existing electrical installations. Disadvantages a fault in one piece of equipment may unnecessarily shut down entire operations. In some cases this could create greater risks associated with uncontrolled cessation of a work process fault detection and isolation may be complex because the RCD protects all sockets past the point where it is installed and may be tripped at any point installation may be costly if the pre-existing switchboard requires modification. Non-portable RCDs installed at a socket outlet These non-portable RCDs are installed at selected locations and provide protection to electrical equipment plugged into the outlet. Socket outlets protected by non-portable RCDs should be labelled, for example by stating ‘RCD Protected’ or similar. This will indicate to the person using the socket outlet that a non-portable RCD is fitted. Advantages protection against electrical shock is permanent suitable for areas where the work environment is used in many different ways or difficult to control, including public places readily accessible for testing and re-setting. This can be a safe and costeffective alternative if the switchboard option is not reasonably practical adaptable, as these RCDs can be installed at any fixed socket outlet where the electrical equipment requiring RCD protection is used potentially the most cost-effective option because it is permanent, protects everything plugged into it and is easily identified by the user. Disadvantages fixed-wiring protection only applies to wiring past that socket on the circuit fault detection and isolation might be complicated as the RCD may be tripped by a fault at any point past the RCD on the circuit damage to the socket outlet will require the RCD to be replaced. Relevant considerations in deciding between options for nonportable devices In deciding between options for non-portable RCDs, you should consider the size of the building or site, its use, and any plans to refurbish, refit or rewire the building. It may be safer and more cost-effective to ensure all circuits are protected by one or more RCDs rather than selectively install individual RCDs at some socket outlets to accommodate your current workplace needs, which may change. APPENDIX B – ADVANTAGES AND DISADVANTAGES OF NON-PORTABLE AND PORTABLE RCDS 52 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Relevant considerations in deciding between options for nonportable devices If you install new circuits or modify pre-existing circuits you must protect those circuits with an RCD consistent with AS/NZS 3000:2007, which is subject to some exemptions. Portable RCDs These RCDs protect the electrical equipment that is plugged into them. In some circumstances the most appropriate RCDs may be portable RCDs, particularly to protect mobile workers that do not have fixed places of work and whose PCBU may have little control over electrical installations where they work. Workers using hand-held or portable electrical equipment should be advised as to whether the outlets they use are adequately protected by RCDs. If in doubt you should ensure that portable RCDs are provided to these workers and take all reasonable steps to ensure they are used. The use of a portable RCD in a circuit already protected by a non-portable RCD has no detrimental effect on the operation of either RCD. Portable RCDs— portable plug type Portable plug-type RCDs can be plugged into a socket outlet to protect a single piece of equipment. They can be incorporated into a power cable or can be the RCD unit alone, without a cord. Advantages provide RCD protection for electrical equipment used in workplaces where users may be unsure as to whether there is RCD protection can be allocated to users rather than to all electrical equipment can be plugged into existing installations where the electrical equipment requiring protection is to be used. Disadvantages provide no protection from faults in fixed-wiring may be subject to abuse so frequent testing is required if not incorporated into a single appliance’s power cord, will require additional administrative controls to ensure that workers use them may be very difficult to test if plug-type RCDs are installed directly onto electrical equipment connection cords. For this reason they are not generally recommended. Portable RCDs— portable stand-alone unit Portable stand-alone units are RCDs incorporated into a power board. They provide multiple protected socket outlets and can provide RCD protection to multiple items of electrical equipment from one power board. Advantages provide RCD protection for electrical equipment used in workplaces where users may be unsure as to whether there is RCD protection can be allocated to users rather than to all electrical equipment provide a number of protected socket outlets from the one RCD unit can be plugged into existing installations where the electrical equipment requiring protection is to be used. Disadvantages provide no protection from faults in fixed-wiring may be subject to abuse so frequent testing is required rely on administrative controls to ensure that workers use the stand-alone units can be less economical if many items of electrical equipment require protection. APPENDIX B – ADVANTAGES AND DISADVANTAGES OF NON-PORTABLE AND PORTABLE RCDS CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 53 Activity Risks Isolation and access Correctly isolating supply but not discharging residual energy e.g. a capacitive charge may be present in power supplies, single-phase motors or high power factor fluorescent fittings. Insulation and equipment failing or partially breaking down. Earth connection failing to stop an electric shock in earthed conductive parts when step and touch potentials exist. Carrying out the task causes a person, something a person may be handling or something a person is in contact with to intrude into minimum safe approach distances. A power system conducting fault current or being subject to high inrush currents. Instructions or markings on the parts being inadequate, incorrect or both. Using equipment not designed for, or capable of, an operation e.g. opening a ‘no load – bus tie’ under load conditions or relying on an open circuit breaker as an isolation point. Another person energising circuits while a worker is working on them, or a vehicle hitting a pole. Natural elements (i.e. lightning or wind) causing static charges, overhead mains to clash or a high-voltage circuit to fall onto a low-voltage circuit. The inter-core capacitive effects of long multi-phase cables. Changes to wiring not being reflected in drawings i.e. the drawings are not ‘as built’ e.g. a live control or supervision circuit being present though the drawing indicates otherwise. If there has been an error in wiring, opening the isolator may not de-energise the switchboard e.g. if incorrect connection (incorrect polarity) occurred in the service to an installation, opening the main switch will open circuit the neutral rather than the active. Intentionally disabling an interlock to perform a task e.g. opening the shutter of a ‘rackable’ circuit breaker test to prove de-energised in the orifice. Inadvertently disabling an interlock while performing a task e.g. in a switchboard with an integrated circuit breaker, isolator and earth switch, the operator accidentally moving the isolator into the earthed position. Poor direction and insufficient knowledge e.g. a worker is instructed to apply a set of earths and short circuits at a Ring Main Unit (RMU). The worker correctly observes the isolator is open, however they assume the earth switch can be closed because the isolator is open. As most RMUs are configured so the earth switch earths the cable, not the busbar, it is possible the worker would be earthing and short-circuiting a live circuit. When applying a set of portable earths and short-circuits, accidental or inadvertent contact is made with live parts. If this occurs, the worker is using a device that is conducting fault current. The threshold value (lowest level of indication or reading) of a test device causing a misleading interpretation of a test to prove de-energised. Depending on the device used, an indication that parts are not energised in a high-voltage situation does not mean that low-voltage and direct current voltages are absent. Application of earthing and short-circuiting devices that depend on a conductive path through a fuse or circuit breaker that is not fit for purpose. APPENDIX C – RISKS ASSOCIATED WITH ELECTRICAL WORK 54 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Activity Risks Isolation and access Ineffective connection to the general mass of the earth e.g. the electrode, grid or temporary electrode that the earth and short circuits relies upon in a situation where a single phase becomes energised. Application of the short circuit portion of portable earthing devices prior to the earth tail being connected to the earth. Arcing and splattering associated with the application of earths and short circuits, causing a risk. The arcing or splattering may result from using the device in situations that range from energised conductors to residual energy such as capacitance. If the parts are energised, the worker can draw the arc from one phase to the other, causing a phaseto-phase fault. A potential electric shock path existing once the earth tail is connected to earth. A worker may touch another live part and the earthed connector at the same time, for example in a Common Multiple Earthed Neutral (CMEN) area, even when working on high-voltage, contact between the earthed connector and a low-voltage phase can cause an electric shock. Working near sources of arcing, explosion or fires Arcs, explosions and electrical faults can cause burns. Workers should be protected from the effects of burns. Examples include: materials providing a conductive path between sources of potential, for example uninsulated tools falling across busbars abnormal conditions on circuits such as: lightning striking mains circuits of different voltages touching each other e.g. high-voltage contacting lowvoltage circuits high voltage in the secondary circuit of a current transformer if an open circuit occurs when current is flowing in the primary circuit. abnormally high voltages when synchronising different supplies. For example, if the waveforms are 180° out of phase, twice the peak-to-peak voltage may be imposed voltage multiplication effects, including: ferro-resonance where the capacitive and inductive components of underground cables and transformers can significantly increase voltages when single-phasing occurs re-strike can occur if capacitors are energised, de-energised and re-energised in rapid succession leakage or electrical discharge causing insulation to be compromised, for example a combination of a build-up of contaminants on insulators, wet weather or tracking through air voids in pitch filled insulating chambers failure of insulating mediums. Working in unsafe atmospheres After faults and fires, often in emergencies, electrical workers may be exposed to unsafe atmospheres. Toxic gases and lack of oxygen can cause illness and death. General workplace health and safety risk control measures should be used in these situations. The method of extinguishing fires should be addressed. Typically, carbon dioxide or powder type devices are used against electrical fires. Extinguishers including water, foam and wet chemical should not be used as they significantly increase the risk of electric shock. APPENDIX C – RISKS ASSOCIATED WITH ELECTRICAL WORK CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 55 Activity Risks Modifying or repairing existing lowvoltage electrical installations Electrical drawings/tables not reflecting ‘as installed’ installations. More than one source of supply or energised circuit may be available on the premises or at the equipment. The supply becoming energised during the work. Automatic starting of machinery after supply is restored. Managing metallic shavings (swarf) ingress into conductive parts of equipment. A conductor considered to be de-energised was found to be energised. Old installations (where several modifications may have been made, circuits have not been identified, or the insulation has deteriorated). Voltages on disconnected conductors, particularly neutrals. Installations where the MEN system is used, the rise in the earth potential due to a high impedance return path to the distribution neutral. Lack of information about isolation, sources of supply or the location of electrical conductors. Lack of clear safe access to locate electric cables (other hazards may be present such as exposed conductors). Damage to conductors in metallic conduits where earthing continuity of the conduit has not been maintained. Equipment located in hazardous areas, which includes bolt-on or screw-on covers, can be dangerous if opened without obtaining specialist advice. Working alone on energised equipment. Drilling into switchboards/electrical enclosures. Contact with cables in walls, floors or roof spaces. Contact with cables during excavation work or cutting/drilling concrete. Exposure to asbestos material/switchboards. Variable frequency devices. Multiple circuits located within the one conduit. Use of conductive/flammable cleaning solvents creating an explosive atmosphere. Testing and fault finding low-voltage equipment and installations Risks arise as it is difficult to find faults or malfunctions in electrical equipment when the circuits are not energised or when the equipment is not operating, especially if feedback circuits or sensors are involved. Risks can include: electrical drawings/tables not reflecting ‘as installed’ installations exposed energised terminals or conductors terminals or conductors being energised under different conditions of operation of the equipment loose or disconnected test leads or wiring becoming energised test equipment and leads bringing electrical hazards closer to the worker APPENDIX C – RISKS ASSOCIATED WITH ELECTRICAL WORK 56 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Activity Risks Testing and fault finding low-voltage equipment and installations test equipment inappropriate for the task (particularly test probes) inadequate test points inadvertent attempts to start machinery by other persons incorrect or poorly maintained testing instruments inadequate knowledge of equipment or causes of faults lack of information about circuits or equipment equipment located in hazardous areas, which includes bolt-on or screw-on covers, can be dangerous if opened without obtaining specialist advice testing or fault finding alone on energised equipment testing or fault finding in cramped or restricted work situations rotating or moving machinery (crush hazards) overriding of interlocks or forcing of control equipment re-setting of protective devices in energised switchboards electrical installations where unauthorised electrical work has been undertaken. High fault currents – working, testing or fault finding energised When working, testing or fault finding on energised electrical equipment, a fault current of up to 20 times the rated current of the supply transformer can flow for short duration during fault conditions. Arcs can have the energy to cause an explosion and/or melt metallic switchboard cubicles and equipment. Arcs may cause severe burns to the skin and flash burns to the face and eyes. Inhaled hot gases and molten particles can cause serious internal burns to the throat and lungs. Injury can also occur through the impact from flying debris and dislodged components. Circuit protection devices may not operate in such circumstances. Testing, fault finding or working on or near low voltage equipment Voltages between phases and between phases and neutral. Voltages between phases and earth. Voltages across open switch contacts, for example voltage across a light switch on an incandescent lighting circuit or the voltage across a bus tie where one side is de-energised. Voltages on disconnected conductors (particularly neutrals). Voltages from sources near the work being performed, for example: working on a remote area power supply where both a.c. and d.c. voltages may be present repairing lights on a shop fascia when overhead power lines are nearby working on transducer circuits when other a.c. and d.c. circuits are present, and working on a power system with multiple circuits that may be of multiple potentials. Voltages on the circuit being worked on from other sources including: illegal connections or reconnections Uninterruptible Power Supplies (UPS) and backup supplies motor generators or alternators d.c. on a.c. circuits or a.c. on d.c. circuits APPENDIX C – RISKS ASSOCIATED WITH ELECTRICAL WORK CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 57 Activity Risks Testing, fault finding or working on or near low voltage equipment harmonics, for example 3rd harmonic 150 Hz in neutrals and earths where there is a large fluorescent light load and switch mode power supplies back Electro Magnetic Forces (EMF) from collapsing magnetic fields or rotating machinery, and solar panels or photovoltaic. Voltages across undischarged capacitors. Voltages across the secondary terminals of transformers, including current transformers. Voltages caused by static electricity, leakage or discharge, or lightning. Voltages between energised exposed conductors and the surrounding environment (including metalwork, damp situations, other conductive surfaces and persons nearby). Voltages between parts, or open-circuited parts of one earth system, or voltages between different earthing systems. Induced voltages from sources other than the circuit being worked on, for example nearby circuits or radio frequency transmitters. Multiple supply sources (more than one source of supply or energised circuit may be available on the premises), for example ‘essential services’ on a switchboard, emergency backup generators or UPS. Electrical testing or operating equipment with open enclosures in hazardous areas (as defined by AS/NZS 3000:2007). The potential (voltage) between parts of the earth in Multiple Earthed Neutral (MEN) systems can change, sometimes causing electric shocks. The changing earth potential can be due to a number of causes including a high impedance return path to the lowvoltage distribution neutral, faults on other parts of the power system or lightning strikes. Incorrect wiring connections, for example transposing active and neutral, commonly referred to as incorrect polarity. Switched off circuits becoming energised. Faulty equipment, for example the frame of faulty equipment may become energised. Step and touch potentials and transferred earth potentials. Transferred earth potentials often result from system faults. Hygroscopic materials that become conductive, for example fertiliser dust. Other Hazards Working at heights and danger of falling objects. Removal of cover plates near energised equipment, for example escutcheon plates. Confined spaces (where there may be a hazardous atmosphere). Inadequate light to work safely. Lack of ventilation leading to uncomfortable, hot and humid working conditions. Excessive worker fatigue, due to pressure of deadlines or other factors. Obstacles to getting the equipment switched off. Using a gas flame near exposed electrical conductors (a flame is a conductor). Using conductive or flammable cleaning solvents. APPENDIX C – RISKS ASSOCIATED WITH ELECTRICAL WORK 58 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE Activity Risks Other Hazards Temperature rise as a result of combustion. Cramped working conditions, including cable trenches and cable pits. Explosive atmospheres. Use of conductive tools and equipment, for example metallic tape measures and rulers. Electric tools and equipment (for example, hand lamps, drills, saws, torches and test instruments). Personal effects (for example, rings, jewellery, watches, pens, cigarette lighters, matches, hearing aids, mobile phones and pagers, transistor radios and similar). General work activities (for example, welding, cutting, brazing, using hand saws, drilling of all types, hammering and chiselling). Hot metal surfaces due to drilling, grinding or welding. Excavation associated with electrical work. Molten metal from arcs. Asbestos material/switchboards. Polychlorinated biphenyl (PCB) in transformers, capacitors and electric motors. APPENDIX C – RISKS ASSOCIATED WITH ELECTRICAL WORK CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 59 This checklist will help you to identify hazards associated with electrical work and develop safe work methods. If you answer ‘NO’ to any question you must take action to put appropriate risk control measures in place. PART 1: INITIAL ASSESSMENT Yes No Can the work be undertaken while the electrical equipment is de-energised? If Yes, proceed to Part 2. If No, is it: necessary in the interests of health and safety that the electrical work is carried out on the equipment while the equipment is energised? OR necessary that the electrical equipment to be worked on is energised in order for the work to be carried out properly? OR is it necessary for the purposes of electrical testing required under regulations 155? OR are there no reasonable alternative means of carrying out the work? If your answer to any of these is ‘yes’ proceed to Part 3 after considering whether part of the installation or equipment may be de-energised while the work is carried out. If you cannot answer ‘yes’ to any of these proceed to Part 2—you must work de-energised. PART 2: WORK DE-ENERGISED Yes No Do you have approved test instruments suitable for the task? Have you checked that the test instruments are functioning correctly? Have you isolated the supply e.g. by switching off? Have you taken precautions to ensure that the supply remains isolated by locking off and/or tagging, or disconnecting the load side of the isolator and tying back disconnected conductors? Have you conclusively tested that the equipment is de-energised? You must carry out the electrical work in accordance with any safe work method statement that must be prepared for the work. Proceed to Part 4. APPENDIX D – PREVENTATIVE ACTIONS CHECKLIST 60 CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE PART 3: WORK ON OR NEAR ENERGISED EQUIPMENT Yes No Has a risk assessment been conducted by a competent person which identifies all electrical hazards and non-electrical hazards, both actual and potential? Is the work area clear of obstructions to allow for easy access? Is the isolation point clearly marked or labelled and capable of being operated quickly? Has the person with management or control of the workplace been consulted about the proposed electrical work? Do you have a safe work method statement for the task at hand? This should state the control measures required to eliminate or minimise the risks. Are you trained, competent and confident in applying the particular procedures or techniques that are required for the task? Have you checked to ensure that your tools and accessories are insulated and have been inspected and maintained to ensure they are serviceable? Is your test equipment appropriate to the task and functioning correctly? Are you wearing the appropriate clothing and associated PPE for the task e.g. safety helmet and boots, insulating gloves? Do you have the appropriate insulating mats and sheeting? Is a safety observer present? Note: a safety observer is not required for electrical work if it only involves testing and the risk assessment shows that there is no serious risk associated with the work. Are the necessary first aid facilities provided and accessible and are unauthorised persons prevented from entering the work area? REMEMBER: Do the work very carefully. Follow the safe work procedures. Assume all exposure conductors are energised. Be aware of the voltage to the earth of all exposed conductors. Yes No Have the installations/circuits/equipment been restored to a safe and operable condition? Have all tags and locking-off devices been removed? APPENDIX D – PREVENTATIVE ACTIONS CHECKLIST CODE OF PRACTICE | MANAGING ELECTRICAL RISKS IN THE WORKPLACE 61 LIST OF AMENDMENTS Date Page Number Amendments 11 March 2015 Front cover Publication date changed from first published date of July 2012 to republished date of March 2015. 11 March 2015 27 Section 5.1 – Two references changed from ‘safe work procedure’ to ‘safe work principle’. THIS CODE PROVIDES PRACTICAL GUIDANCE ON HOW TO MANAGE THE ELECTRICIAL RISKS IN THE WORKPLACE INCLUDING RISKS ASSOCIATED WITH ELECTRICAL WORK.

OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE DEVELOPED BY THE ERGONOMICS UNIT – WORKSAFE VICTORIA JANUARY 2006 CONTENTS Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Using this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 How this guide can help you. . . . . . . . . . . . . . . . . . . . 1 1. Managing occupational health and safety in the office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 The risk management approach . . . . . . . . . . . . . . . . 2 Identifying hazards in the office . . . . . . . . . . . . . . . . . 6 Occupational health and safety legislation . . . . . . . . . 9 Developing a health and safety policy . . . . . . . . . . . 10 2. Job design in office work. . . . . . . . . . . . . . . . . . . . 12 Physical factors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Psychosocial factors at work. . . . . . . . . . . . . . . . . . . 13 Reducing stress through good job design . . . . . . . . 17 3. Designing a healthy and safe working environment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Lighting in the office . . . . . . . . . . . . . . . . . . . . . . . . . 22 Noise in the office . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Thermal comfort and air quality in the office . . . . . . 29 4. Office layout, workstations and equipment . . . . 32 Office layout and design. . . . . . . . . . . . . . . . . . . . . . 32 Workstation design. . . . . . . . . . . . . . . . . . . . . . . . . . 33 Chairs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Desks and workbenches . . . . . . . . . . . . . . . . . . . . . 37 Data input devices – keyboards, the mouse, and other pointing devices. . . . . . . . . . . . . . . . . . . . 39 Other office equipment . . . . . . . . . . . . . . . . . . . . . . 40 Different types of office work . . . . . . . . . . . . . . . . . 43 Storage and moving systems . . . . . . . . . . . . . . . . . 45 5. Working with computers . . . . . . . . . . . . . . . . . . . . 49 Health effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 6. General health and safety issues in the office . . 53 Specific health and safety issues. . . . . . . . . . . . . . . 53 Emergency management. . . . . . . . . . . . . . . . . . . . . 56 Copying and similar equipment . . . . . . . . . . . . . . . . 57 Hazardous substances . . . . . . . . . . . . . . . . . . . . . . . 58 Housekeeping issues in the office. . . . . . . . . . . . . . 59 Appendices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 A. Setting up your workstation. . . . . . . . . . . . . . . . . . . 62 B. Exercises for office workers . . . . . . . . . . . . . . . . . . 68 C. Office Safety Checklist. . . . . . . . . . . . . . . . . . . . . . . 72 Job design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Social and psychological issues . . . . . . . . . . . . . . . . 74 Manual handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Environmental factors. . . . . . . . . . . . . . . . . . . . . . . . 76 Office layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Workstations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Office equipment and tools. . . . . . . . . . . . . . . . . . . . 80 Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Copying equipment . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Hazardous substances. . . . . . . . . . . . . . . . . . . . . . . . 83 Electrical hazards . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Housekeeping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 D. References and advice – where to obtain them . . . 89 Subject index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Victorian WorkCover Authority 222 Exhibition Street Melbourne 3000 Phone (03) 9641 1555 First published October 1995 Second edition May 1996 Third edition September 1997 Fourth edition August 2001 Fifth edition January 2006 INTRODUCTION WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 1 Almost every organisation has some office-based work. Technology like data processing, communications and information transfer has enabled an enormous increase in the volume of information handled daily. These changes offer many positive effects through faster communication, greater job satisfaction and increased variety in the tasks performed, but also some negatives like decreased physical variation, information overload, repetition and monotony. The increase in flexible and portable equipment has also expanded the office environment into areas outside the traditional office such as on-site locations, vehicles and the home. Occupational health and safety practices need to keep pace with the rapid changes in office-based work. USING THIS GUIDE This guide promotes health and safety in the office and is designed as a resource for managers, supervisors and anyone involved in office work. It brings together a range of information and provides references where more information is necessary. Officewise: A Guide to Health and Safety in the Office is based on a risk management approach to office health and safety – a consultative process to identify hazards, assess their risks and control them as far as possible. This approach should be adopted in the design and management of offices, work carried out in them, and the selection and use of furniture and equipment. HOW THIS GUIDE CAN HELP YOU Offices vary from multi-storeyed, air conditioned buildings to small areas that are part of warehouses, factories, hospitals and homes. While hazards in the office may not always be as obvious as those in factories, office workers may also face a range of health and safety issues, including poor job design, prolonged repetitive work, moving heavy loads, inadequate lighting and cramped or unsafe work areas. Officewise is designed to help employers and employees take a look at their workplace. It aims to: • raise awareness of health and safety issues in the office; • help identify existing and potential health and safety problems; • encourage consultation on health and safety issues; • help employers meet their legal responsibilities in relation to health and safety; • offer solutions and advice; and • give guidance on where to go for further information and help. This section outlines a risk management approach to health and safety in offices. It provides general information about the framework of Victorian occupational health and safety legislation, and how this applies to office environments. Information about the development and implementation of health and safety policy in the office is also discussed. THE RISK MANAGEMENT APPROACH The aim of occupational health and safety risk management is to eliminate or reduce the risk of injuries and illness associated with work. Managing health and safety in the office requires a process of hazard identification, risk assessment, risk control and evaluation of control measures. Effective management of health and safety hazards also involves training, consultation, documentation of health and safety activities and regular review of the management system. Risk management is a continuous process, as technology changes and further options for the control of risks become available. It requires consultation between employers, employees and Health and Safety Representatives when determining the approach and methods to be used. Employers are also required to provide information, training and supervision so that employees can perform their work in a safe manner. Training should provide employees and their supervisors with an understanding of: • health and safety legal responsibilities; • the nature of the hazards in the workplace; • the process of hazard identification, risk assessment and risk control; • the arrangements for reporting; • circumstances likely to cause hazards; • the reasons for and safe use of the risk control measures in place in the workplace; and • safe work practices. 2 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 1 MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE Employers are also required to keep information and records relating to the health and safety of employees. These include records for legal requirements (for example, injury reports) as well as records of hazard identification, risk assessment and risk control. A review of health and safety enables an organisation to determine whether their health and safety management activities are effective. Policies, procedures and control measures require reviewing over time to ensure that their objectives are being achieved. Why is health and safety risk management important to a business? There is a legal obligation to provide a healthy and safe workplace. In addition, effective management of health and safety hazards makes good business sense. It can lead to reduced costs, increased productivity, higher morale and better employee relations. Who is responsible for health and safety? Employers have a duty of care to provide a healthy and safe working environment under occupational health and safety legislation and common law (see Appendix D for references). The Victorian Occupational Health and Safety Act (2004) states that the ‘employer must, so far as is reasonably practicable, provide and maintain for employees of the employer a working environment that is safe and without risks to health’ (Section 21(1)). Employees also have obligations under legislation to take reasonable care of the health and safety of themselves and others, and to cooperate with the employer in compliance with the legislation. Designers of plant, buildings or structures also have responsibilities under occupational health and safety legislation. Manufacturers and suppliers of plant and substances used in the office environment also have responsibilities, as do people installing, erecting or commissioning plant. Employers should ensure that all managers, supervisors and employees are aware of their occupational health and safety responsibilities. This should be done through consultation, documenting responsibilities and ensuring there are processes in place to hold people accountable for occupational health and safety performance. Integrating health and safety into office management Systems and processes for the management of health and safety hazards in the office should be built into the day-to-day running of any business. They should be viewed as part of the normal operation of the business. How can this be achieved? Occupational health and safety must be managed systematically (see Figure 1.2). The best system will depend on the nature and size of the business, however, there are a number of aspects to be considered as a basis for any sound occupational health and safety management system. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 3 Figure 1.1 MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE Figure 1.2 The hazard management approach Consultation Consultative arrangements should be in place to enable effective cooperation between the employer and employees in developing and promoting measures to ensure employees’ health, safety and welfare at work. Consultation should involve: • managers and supervisors representing the employer; and • employees and elected Health and Safety Representatives (HSR) or other parties representing the employees. An effective forum for consultation is a health and safety committee. Consultation about specific issues and hazards should include direct discussion with relevant employees. Further information about health and safety committees and Health and Safety Representatives is found in the legislation. 4 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Employer Consultation Hazard Identificatio Hazard Identification Health and Safety Representative and Employees Risk Assessment Risk Control Trial and Implement Controls Evaluation of Controls Elimination (of the hazard) Personal Protective Equipment Administration Substitution Engineering MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE Definitions and processes Hazard means the potential to cause harm (such as injury or illness). Risk means the likelihood of harm arising from exposure to any hazards and the consequences of that harm. For example, cleaning fluids may be a potential hazard but may not pose a risk of exposure unless they are incorrectly stored or handled. Hazard identification This is the process of identifying all situations or events that could give rise to injury or illness. It generally involves consideration of the type of injury or illness possible, (for example musculoskeletal disorders (MSD)) and the situations and events that could create potential for the injury or illness (for example, prolonged bending over a low desk during a collating task). Risk assessment This process determines whether there are any risks associated with the identified hazards. This generally involves consideration of the nature of exposure to the hazards, including the frequency and level of exposure, pattern of exposure (continuous or intermittent) and adequacy of any existing risk control measures. Risk control This process determines and implements appropriate measures to control risk. Factors that are assessed as posing an increased risk are required by legislation to be controlled so far as is ‘reasonably practicable’. ‘Reasonably practicable’ in this case means you need to consider: • the likelihood of the hazard or risk eventuating; • the degree of harm that would result if the hazard or risk eventuated; • what the person concerned knows, or ought reasonably to know, about the hazard or risk and any ways of eliminating or reducing the hazard or risk; • the availability and suitability of ways to eliminate or reduce the hazard or risk; and • the cost of eliminating or reducing the hazard or risk. The objective of the Occupational Health and Safety Act 2004 is the elimination at source of risks to the health, safety and welfare of persons at work. If risks cannot be eliminated, occupational health and safety legislation requires that they be reduced so far as is reasonably practicable. You could use one or more of the following methods: • substitution of the hazard with something posing a lower risk; • isolation – for example, enclosing the hazard; or • engineering control – for example, a mechanical aid. If a risk to health and safety remains after the above methods have been used, administrative controls, for example work procedures and training, should be applied and, if relevant, personal protective equipment should be worn. Evaluation of control measures This means checking to see whether the introduced changes reduce the risk previously assessed. It may involve repeating the process of hazard identification, risk assessment and risk control to ensure that all risks to health and safety from a particular hazard have been controlled as far as practicable. This depends on the hazard, the nature of the assessed risks and on the control measures used. Where the evaluation of risk control measures reveals some remaining risk, the process continues until risk is minimised as far as reasonably practicable. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 5 MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE IDENTIFYING HAZARDS IN THE OFFICE Consider the type of hazard present in your office • Mechanical hazards, such as filing cabinets that tend to tip when heavily laden top drawers are open; tripping hazards. • Physical hazards, like glare or reflections from screens; hot components of photocopiers; poorly designed chairs that do not provide the user with adequate back support; poorly designed jobs and tasks that demand prolonged work in a fixed posture. • Chemical hazards, such as vapours in the atmosphere – for example, paint, solvents or airborne particles like photocopier toner. • Psychological hazards, like the need to perform excessive workloads under pressure, lack of satisfaction from a job where there is inadequate recognition of work performed or repetitive work and insufficient task variety. • Electrical hazards such as damaged electrical cords or overloaded power points that may lead to the risk of electric shock. Each of these hazards is discussed in more detail in other sections of this guide. Check records of injuries and incidents In Victoria, the Occupational Health and Safety Act 2004 requires employers to maintain a written record and notify the Victorian WorkCover Authority of incidents and dangerous occurrences in the workplace. Also, Section 22(2)a of the Occupational Health and Safety Act 2004 requires employers to ‘keep information and records relating to the health and safety of employees of the employer’. Some employers have included the reporting of pain and symptoms, as well as small incidents not resulting in injury in their injury and accident reporting procedure. Your workplace should have such a system and should use the data to identify possible hazards and areas of concern. Check injury records, first aid reports and workers compensation claim forms for information about the work tasks, the area in which work is performed, the activity being undertaken at the time of injury, factors thought to be related to the incident and the type of symptoms or injury reported. Check particularly for reports of pain in the back, neck, shoulders and upper limbs; cuts or bruising; trip and fall incidents; and headache and vision problems. The absence of any history of accidents or incidents, or a small number of such incidents should not be taken to mean that the hazard does not exist. Use of Codes of Practice The Occupational Health and Safety Act 2004 no longer provides for the creation of codes of practice. However, Codes of Practice written under the 1985 legislation can be used as guidance material. Regulations and Compliance Codes give specific guidance on compliance with the 2004 Act. The Victorian Code of Practice for Manual Handling 2000 and the National Code of Practice for the Prevention of Occupational Overuse Syndrome (1994) provide guidance for identifying some hazards in an office environment and could be used as a starting point. Conduct a walk-through inspection of the office using a hazard checklist A checklist is a useful method for identifying hazards. You do not have to be an expert in health and safety to use one. A good checklist provides a systematic method to ensure that you do not miss hazards. It enables you to gather important information and record it quickly so that it can be considered more thoroughly during the assessment. An example of a checklist is included in Appendix C. The National Occupational Health and Safety Commission (NOHSC) Guidance Note for the Prevention of Occupational Overuse Syndrome in Keyboard Employment (1996) also contains a checklist that can assist in the identification of some office-based hazards. 6 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE What to consider when assessing risk The likelihood of the exposure leading to injury or disease Data from the Victorian WorkCover Authority, Comcare Australia, Office of the Australian Safety and Compensation Council, journals and texts will indicate the likelihood of injury or illness arising from different types of health and safety hazards in the workplace. Typically the common injuries include: • musculoskeletal disorders of the back, neck and upper limbs; • minor injuries due to cuts, trips or falls or being hit by an object; and • stress-related conditions. The employer should assess the likelihood of these or other injuries at their workplace. The frequency and duration of exposure How often and for how long employees may be exposed to a particular hazard should be estimated or measured by consulting with employees, looking at duty rosters and observing employees performing the work. Who may be affected Determining tasks and areas that may be affected by a particular hazard can help direct limited resources to those areas where the most effect can be obtained from control measures. What to consider when controlling risk A range of measures for controlling risk involves elimination, substitution, isolation, engineering, administration and personal protective equipment. Elimination Redesigning the job to design out risks altogether is the most effective method of risk control. For example, the need for excessive photocopying and collation can be eliminated if memoranda are circulated by email. A quality photocopier can sort, collate and staple to eliminate manual handling. Substitution Materials, equipment or processes can be replaced with less hazardous ones. For example, a telephone handset can be replaced with a headset where there is prolonged use of the telephone or where typing is required while using the telephone. Isolation Enclosing or isolating the hazard from employees can eliminate or reduce the risk of injury or illness. For example, a photocopier can be located in a separate well ventilated room to isolate noise and fumes. Engineering Engineering controls may involve the provision of mechanical aids, barriers, guarding, ventilation or insulation to prevent employees being exposed to a hazard. For example, a heavy compactus system may have a mechanical winder or electric controls to prevent the need for pushing and pulling the sections. Administration This may involve establishing policies, procedures and work practices designed to reduce an employee’s exposure to a risk. It may also relate to the provision of specific training and supervisory practices. For example, by advising employees against performing continuous keyboard work for long periods, and increasing task variety. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 7 Figure 1.3 Reducing risk by using a telephone headset MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE Personal protective equipment This may involve using appropriate protective clothing, such as gloves when handling cleaning solvents, as a method of reducing an employee’s exposure to risk. Risk control measures should be applied as appropriate in the order listed above. A combination of substitution, isolation and engineering controls may be applied simultaneously. For example, training employees in lifting techniques may not sufficiently reduce manual handling risk of relocating office furniture. Higher level control options, such as providing mechanical aids or eliminating the job altogether by contracting it out to a specialist furniture removalist will be more effective. Evaluation of control measures Evaluation of risk control measures determines their effectiveness. For example, introducing exercises or rest breaks for repetitive keying tasks does not completely control all risks involved in the task. The evaluation of control measures may involve the reworking of the process of hazard identification, risk assessment, risk control and evaluation of control measures. Satisfactory control of risk is often a gradual consultative process, involving trialling and refining risk control measures in the light of employee feedback, new technology and changes in scientific knowledge over time. Safety management systems To manage health and safety, every organisation, large or small, needs to evaluate the degree of risk associated with its operations. The higher the risks, the more extensive the management systems needed to maintain a safe workplace. By identifying the strengths and weaknesses of current systems, an organisation is better able to identify and plan improvements to its health and safety management performance. The level of documentation and the complexity of systems required are determined by the exposure of people to health and safety risks, not the size of the organisation. An example of such a system is WorkSafe Victoria’s SafetyMAP. SafetyMAP (Safety Management Achievement Program) SafetyMAP is an audit tool developed by WorkSafe Victoria to assist organisations evaluate the effectiveness of their health and safety management systems. Underpinning SafetyMAP are the general principles of risk management – hazard identification, risk assessment and risk control. The flexibility of SafetyMAP has enabled it to be successfully used in organisations of all types and sizes, and in all types of industries. There are two levels of achievement within SafetyMAP – initial and advanced – so organisations can plan their own rate of progress and set their own goals. The elements within SafetyMAP encourage the use of a continuous improvement cycle and the involvement of all the workplace stakeholders in health and safety. Where new systems are introduced or the organisation identifies a problem, changes are made and progress is reviewed. This evaluation and review process should be part of a plan for improving health and safety that includes realistic, achievable goals and time frames. The audit criteria are also used to verify that existing systems are working, and to identify any failures, determine priorities and allocate resources in the way that best suits the organisation’s needs. Success begins with the commitment of senior management to provide the focus and support for the safety program. Management must also plan the changes and secure the resources needed to implement improvements. Continued progress requires the effort and involvement of all levels of the organisation. Achievements can be recognised by an independent systems audit. A list of JAS-ANZ accredited Certification Bodies that can provide this service can be obtained from JAS-ANZ or the VWA. 8 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE OCCUPATIONAL HEALTH AND SAFETY LEGISLATION What does the legislation consist of? Occupational health and safety legislation has two major parts. These are: • Acts (in Victoria, the parent Act is the Occupational Health and Safety Act 2004); and • Regulations or Compliance Codes made under the Act. Occupational health and safety legislation provides a framework for health and safety management in all workplaces and allows for flexibility in the choice of risk controls. The Occupational Health and Safety Act 2004 The Act clearly spells out duties for all workplace parties, including: • employers; • employees; • self-employed persons; • persons who manage or control workplaces; • designers of buildings and structures; • designers, manufacturers and suppliers of plant and substances; and • installers of plant used in the workplace. It provides a framework that must be followed for employers and employees to work together to make decisions about health and safety. Regulations Regulations set out legal requirements for the management of various health and safety hazards and issues. Where they exist, they must be used in a workplace. Most Regulations written under the previous Occupational Health and Safety Act 1985 will continue for 2 years after the introduction of the 2004 Act or until revoked. The Occupational Health and Safety (Incident Notification) Regulations 1997 have been repealed and have now been incorporated into the 2004 Act with some minor changes. Compliance Codes Compliance Codes provide practical guidance about what constitutes compliance with the occupational health and safety (OHS) laws to people who have duties or obligations under the Occupational Health and Safety Act or the Regulations. A person who complies with a Compliance Code is taken as complying with the Act. Codes of Practice Codes of Practice made under the 1985 Act give practical guidance to people who have duties or obligations under Victoria’s OHS laws. WorkSafe will continue to regard those who comply with the topics covered in the Codes of Practice as complying with OHS laws. Codes of Practice will be progressively reviewed and replaced with guidance material and, in appropriate cases, with Compliance Codes. Technical reports, guides and guidance notes Technical reports and guidance notes provide specific information on aspects of health and safety. While not legal requirements, they provide advice to assist decisions regarding health and safety where Regulations and Compliance Codes do not exist. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 9 MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE Australian Standards There are many Australian Standards that relate to work in offices. Standards set some basic requirements in the design, development and use of equipment, furniture, plant and work practices in both office and industrial work environments. Australian Standards are not law unless incorporated into Regulations. However, where an issue in law is being considered, reference can be made to Australian Standards if there are no Regulations or Compliance Codes for making decisions. Specific Australian Standards are sometimes referenced in Compliance Codes. Where relevant, Regulations, Compliance Codes, technical reports, guidance notes and Australian Standards are referenced in this guide. These publications should be used to help organisations in the effective management of health and safety issues in the office. The Office of the Australian Safety and Compensation Council (ASCC) provides national standards and codes of practice which can be called up under legislation to be used as compliance tools. A new standard and code of practice on manual handling from NOHSC (now the ASCC) will be published in 2006 to give guidance on manual handling and replace the previous National Code of Practice for the Prevention of Occupational Overuse Syndrome (1994). DEVELOPING A HEALTH AND SAFETY POLICY Preparing a health and safety policy is an important practical step towards providing and maintaining a work environment which is safe and without risk to health. A successful policy is developed in consultation with senior management, Health and Safety Representatives and employees. What should a health and safety policy do? The policy statement should indicate, in clear and simple terms, the company’s health and safety policy objectives and the arrangements to achieve those objectives, including the allocation of functions and responsibilities. It should be signed and dated by the director, or equivalent, of the organisation. Issues which should be covered include: • senior management commitment; • the integration of that commitment into all organisational activities; • a commitment to set down the functions and duties of all people in the organisation for maintaining workplace health and safety; • accountability of all levels of management; • consultation leading to effective action; • training in and communication of health and safety practices and procedures; and • regular monitoring and reviewing of the policy and its effectiveness. Specific health and safety policies Health and safety policies about specific issues such as smoking, drugs, alcohol and transmissible diseases should be consistent with an organisation’s general health and safety policy. Specific policies and procedures will be more successful where there is an existing general health and safety structure. These policies will vary from one organisation to another, as they reflect the particular needs and operational requirements of individual organisations. However, all specific health and safety policies must fulfil the requirements of relevant legislation. Health and safety procedures should be developed by management in consultation with employees and their Health and Safety Representatives. The procedures should detail the organisational arrangements for identifying, assessing and controlling hazards or dealing with specific health and safety issues. They should lay the basis for management and supervisor responsibilities, employee involvement, setting of goals and action plans, and review of the effectiveness of the implementation. 10 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE MANAGING OCCUPATIONAL HEALTH AND SAFETY IN THE OFFICE Implementing health and safety policies For a specific health and safety policy to be effective, a plan should be developed. The implementation of the plan should involve consultation and cooperation between management and employees to effectively translate the policy objectives into effective action. Regular monitoring and reviewing of the plan ensures that it remains in line with changes in legislation and organisational needs. A copy of the policy document should be displayed in a prominent place for employees to view. Many organisations integrate health and safety policies into their quality management systems. Refer to Section 6 for a discussion of specific health and safety policies in the office. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 11 CHECKLIST – MANAGING OCCUPATIONAL HEALTH AND SAFETY • Do you have an OHS policy, including commitment of the organisation, general issues and, where necessary, specific issues? • Are there documented OHS procedures? • Is there a systematic approach to managing OHS risks (hazard identification, risk assessment, risk control and evaluation)? • Is there a consultative process in place (committee, employee representation, communication) to manage OHS? • Are injuries and incidents reported and the risks assessed? • Is there training in OHS for employee and employer representatives? • Do you know where to go to access occupational health and safety resources, e.g. WorkSafe Victoria, Australian Standards, ASCC/NOHSC documents? 12 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 2 JOB DESIGN IN OFFICE WORK This section describes the physical and psychosocial factors that need to be considered in matching jobs to people’s capacities. It discusses common physical injuries that occur in office work – including musculoskeletal disorders (MSD). It describes both the physical factors and the psychological and social stressors that need to be considered. Examples are provided of how this information can be used to design work to better meet the needs of people working in offices. PHYSICAL FACTORS People come in all shapes and sizes and have a wide range of different needs, capacities and limitations. Good job and work environment design relies on matching the work and environment to people’s needs, capacities and limitations. Some of the consequences of a mismatch in this area are discussed in this section. Manual handling in the office Manual handling refers to any activity requiring the use of force exerted by a person to lift, push, pull, carry or otherwise move or restrain something. Examples of manual handling tasks commonly performed in offices include lifting and carrying boxes of photocopying paper; moving office furniture and equipment such as computers and printers; handling large files, books and legal documents; prolonged data entry; and opening and closing filing cabinet drawers. Musculoskeletal disorders MSD is a collective term for a range of conditions characterised by discomfort or pain in muscles, tendons and other soft tissues, with or without visible symptoms. MSD are usually associated with tasks involving repetitive movement, sustained or unnatural postures or forceful movements. Previously these conditions have been referred to in various ways, such as Occupational Overuse Syndrome (OOS) or Repetitive Strain Injuries (RSI). Muscle strains can occur suddenly, and may result from forceful exertion in a bent or twisted posture – for example, lifting a box of photocopying paper from the floor. However, many MSD occur due to daily work involving the maintenance of static postures, which result in muscle fatigue, for example, holding the telephone, and repetitive work such as keyboard and mouse tasks. Conditions that have this type of gradual onset are probably more common in office work than sudden injuries. Ways of reducing manual handling and the risk of MSD are suggested in various sections of this guide. JOB DESIGN IN OFFICE WORK In office work, other factors that have been associated with MSD include prolonged and intense keyboard or mouse use, high demands on vision, sustained mental effort and peak demands or set work rates. Control of these factors is discussed in a number of sections of this guide. The best way to prevent the development of any injury due to manual handling is to design jobs, tasks and the work environment (including equipment and furniture) so that the factors that contribute to the risk of injury can be avoided or minimised. To achieve this, all the factors that can increase risk must be identified and managed. In Victoria the Occupational Health and Safety (Manual Handling) Regulations 1999 set out the legal requirements for workplace parties in managing manual handling risk. The Code of Practice for Manual Handling 2000 provides some practical guidance for managing manual handling risk in office tasks that may pose risk of MSD. PSYCHOSOCIAL FACTORS AT WORK Work is generally beneficial to mental health and personal wellbeing. It provides people with structure and purpose and a sense of identity. It also provides opportunities for people to develop and use their skills, to form social relationships, and to increase their feelings of self-worth. There are circumstances, however, in which work can have adverse consequences for health and wellbeing. Risks to psychological health at work may arise from organisational or personal factors, with the major factors being poor design of work and jobs, poor communication and interpersonal relationships, bullying, occupational violence and fatigue. Risks to psychological health due to work should be viewed in the same way as other health and safety risks, and a commitment to prevention of work-related stress should be included in an organisation’s health and safety policies. Employers’ duties under the Occupational Health and Safety Act 2004 include the prevention of risks to psychological health by identifying work-related stress factors, assessing the risks to employees and controlling the risks as far as is reasonably practicable. Stress Stress is a word used loosely in the community and is a complex emotional experience. Positive challenges motivate people psychologically and physically to learn new skills and master their jobs. This ‘good’ stress can lead to high levels of satisfaction and productivity. However, challenges can also be personally distressing and disruptive. Work that results in a person feeling unable to cope and unsupported may lead to an adverse psychological reaction known as stress and may lead to illness, injury and job failure. However, stress is not just feeling sad, upset or angry. It is interactive and people can have very different responses to the same factors. We do know that some workplace factors may contribute to stress reactions. These may arise from the content of work, for example: • work which is monotonous or lacks variety, or too much or too little work to do; • work that involves employees having to hide their feelings when dealing with customers, or performing work that goes against personal or social standards; • unpredictable, long or unsocial working hours, poorly designed shift systems; • employees being unable to participate in decisions about their work or control how they do it; and • environmental conditions such as poor lighting, excessive noise, heat and complex or inadequate equipment or technology. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 13 Figure 2.1 Moving office furniture Figure 2.2 Worker overload can cause stress JOB DESIGN IN OFFICE WORK Stress can also arise from the social and organisational context to work, for example: • inadequate communication systems with supervisors or co-workers; • uncertainty, e.g. no clear instructions on what employees are expected to do; • job change, e.g. in task content, hours, location, supervision, without adequate consultation; • recruitment policies which fail to ensure employees have suitable skills for the work and do not adequately train staff; • under/over promotion or job insecurity; • work involving reward systems (pay, recognition or promotion) leading to employees working long hours, taking work home or pushing themselves to a point where their health and safety is at risk; • poor relationships between supervisors, peers or others at work, not acknowledged and rectified; • emotionally or physically demanding jobs with inadequate support; • inconsistent people management or not in line with workplace policies, e.g. discrimination related to performance appraisal; and • conflicting demands of home, family and work. Risks to psychological health may be identified from various sources in the workplace, such as records of claims and high levels of absenteeism or sick leave, self report information such as interviews and surveys and through consultation with Health and Safety Representatives and employees on current issues and risks. To assess these risks, employers should consult with work groups to determine the key work-related or other stress factors, the circumstances, the exposure (frequency and duration), the harm they cause and how employees think they could be managed. Psychological health and job satisfaction Autonomy Achievement Participation, consultation, and feedback Opportunities for learning and development Task variety Moderate job demands Identifiable job Social contact Flexible and reasonable work hours and rest breaks 14 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE JOB DESIGN IN OFFICE WORK Bullying Workplace bullying is repeated unreasonable behaviour directed towards a worker or group of workers that places their health or safety at risk and is likely to victimise, humiliate, undermine or threaten them. Bullying usually comes from a source inside the workplace and the bullying may be employee to employee; employer to an employee or group of employees; a group to an individual or another group; or clients and customers to employees. The following types of behaviour, if repeated, could be considered bullying: • verbal abuse, excluding or isolating particular workers, harassment or intimidation; • assigning meaningless tasks unrelated to the worker’s job or tasks that are impossible for the worker to successfully complete; • changing work rosters with the deliberate intention of inconveniencing particular workers; • intentionally withholding information that prevents a worker from effectively carrying out the job; and • unreasonable threats of dismissal. Particular employees can be vulnerable to bullying including new employees, trainees, contractors or casual workers, minority ethnic groups or particular age groups or genders. Bullying is more likely to occur in workplaces which tolerate teasing and practical jokes; where people who manage staff lack experience and skill in dealing with employee groups; and where there are long hours and a high intensity of work. While a single incident does not constitute bullying, isolated incidents that are perceived or reported as bullying should not be ignored. All such incidents should be investigated and addressed to ensure that repetition is prevented. Physical assault (or the threat of physical assault) should be regarded as occupational violence and dealt with accordingly. The WorkSafe guidance note Prevention of Bullying and Violence at Work provides more detail. The guidance note recommends an integrated approach to prevention, starting with creating awareness, developing a policy, informing and training, identifying risk factors, controlling risks and encouraging reporting. Occupational violence Occupational violence refers to any incident in which a worker is physically attacked or threatened in the workplace, including any statement or behaviour that causes them to believe they are in danger of being physically attacked. The term ‘occupational violence’ applies to all forms of physical attack on workers, including: • striking, kicking, scratching, biting, spitting or any type of direct physical contact, pushing, shoving, tripping, or grabbing; • throwing objects; • attacking with any type of weapon; and • any form of indecent physical contact. Violence in office workplaces can be perpetrated by co-workers (including managers, supervisors or employers), customers (e.g. in a reception area), people known to the organisation or employee, or a stranger such as an intruder. In some circumstances, violence can be a crime and incidents should be reported to the police. The nature and location of work, the types of clients, hours of operation and staffing levels can all affect the risk of occupational violence instances. Some common risky situations include: • denying someone a service or dealing with frustrated customers; • working alone or at night; • handling cash; and • working in human services where clients are potentially violent. Part 2 of the WorkSafe guidance Preventing Occupational Violence provides a more detailed list of risk factors to consider. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 15 JOB DESIGN IN OFFICE WORK Fatigue Fatigue is an acute or chronic state of tiredness which affects employee performance, safety and health and requires rest or sleep for recovery. Fatigue may affect physical and mental capacities and increase the risk of workplace incidents. It can also contribute to workplace conflict and absenteeism. Through a build-up of sleep debt, fatigue can result in errors of judgement that may lead to injury or death, affecting not only the employee, but the health and safety of others as well. The fatigue factors that influence risk include: • mentally and physically demanding work (very high demands); • long periods of time awake (e.g. long hours of work extended by long commuting times); • inadequate amount or quality of sleep (e.g. when ‘on-call’); • inadequate rest breaks (e.g. inadequate or poorly timed rest breaks or rest breaks where the environment is not conducive to rest); • disruption of the body clock (e.g. working when we would normally be sleeping); • environmental stresses (e.g. noisy or hot environments); and • work requirements, work schedules or systems of reward (pay, recognition or promotion) that provide incentives to work longer and harder than may be safe. Shift work Research shows there are significant issues associated with fatigue from shift work. Shift work is not so common in office work, however, workplaces which respond to the public may have shifts over a 24 hour period, for example, a call centre. Many aspects of human performance are at their lowest levels during the night, particularly between 2:00am and 6:00am. Disruption to the body clock by working during these hours can affect behaviour, alertness, reaction time and mental capacity. Prolonged night shifts can result in sleep debt, as sleep cycles are usually about two hours shorter when sleeping during the day after working a night shift. Day sleep and sleep during ‘on-call’ periods at night are usually of a lesser quality than night sleep. Individuals adjust to shift work in different ways, so it is essential to consult your workers when putting together staffing arrangements and work schedules. Prolonged fatigue can have detrimental effects on physical and mental health, for example, sleep disorders, mood disturbances, gastrointestinal complaints, headaches, depression, cardiovascular disease and irregular menstrual cycles. Fatigued individuals in the workplace may complain of feeling drowsy or of headaches, and may show symptoms such as increased irritability, blurred vision, falling asleep at work, making mistakes or having near-misses, yawning, moving off track while driving vehicles or increased absenteeism. Personal factors can contribute to work-related fatigue, for example, employees with multiple jobs or lack of sleep due to young babies. Not all the factors noted mean there is a risk of fatigue in the workplace, but where the work involves potential for fatigue, the employer must assess the risk to determine whether risk control measures are required. 16 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE JOB DESIGN IN OFFICE WORK REDUCING STRESS THROUGH GOOD JOB DESIGN Eliminating or reducing risks to psychological health has advantages for the health and wellbeing of employees. Where employees have open communication and consultation and feel supported and engaged in their work, there is likely to be improved productivity, less absenteeism and unrest, and staff will be retained. There are various strategies to reduce risk to psychological health from work stress. Some strategies that focus on the sources of risk are listed below. Content of work factors • Designing jobs so the demands of the work meet the capabilities of workers by: modifying the way the job is done or the working environment; sharing the workload differently; setting reasonable deadlines and quality standards; ensuring there are sufficient resources and time to do the work; providing variety in work. • Ensuring safe work schedules by: providing suitable rest breaks; sufficient time for recovery from fatigue and enough notice for people to prepare when hours of work are changed; designing shifts, long hours or work at night to minimise fatigue at work and when commuting. • Improving workplace consultation and employee participation in decision-making by: introducing flexi-time, job sharing or other ways to meet people’s needs while ensuring productivity is maintained or improved; providing employees with some control over how they do their work; consulting with employees and Health and Safety Representatives in decisions that affect their work. • Improving equipment, technology, facilities and physical working conditions by: providing suitable, effective and reliable equipment and technology; providing control over lighting, noise and the thermal environment. Social and organisational work factors • Providing effective systems for managing customer-related issues by: introducing or improving policies, procedures, training and social support and effective communication systems that enable employees to deal effectively with customers (including managing threatening or inappropriate behaviours). • Ensuring there are effective opportunities for communication, consultation and feedback between supervisors and staff or co-workers. • Developing a supportive workplace culture by: ensuring suitable leadership which delegates, encourages participation and initiative, enhances co-operation and teamwork, and makes clear the organisation’s objectives. • Establishing clear roles by: ensuring roles and responsibilities are clearly specified; regularly reviewing and where required modifying roles in consultation with staff; reviewing relevant roles and responsibilities when role conflicts emerge. • Ensuring that employees have or develop appropriate knowledge and abilities to perform their jobs effectively by: effective recruiting of people with the right mix of skills for work and providing training; providing opportunities for career development; regular and effective progress reviews. • Developing suitable systems to manage and develop work performance by: implementing an effective workplace performance management system with clear expectations and procedures that are understood by managers and employees; providing positive feedback on performance; identifying and planning areas for improvement, future goals and training needs; recognising and rewarding achievements. • Establishing suitable work/life balance policies by: providing flexible working time arrangements, e.g. part-time or home-based work, job sharing, phased retirement, additional purchased leave or non-standard working hours. • Implementing policies and procedures to manage workplace issues such as workplace bullying, occupational violence and conflict by using agreed workplace consultative procedures and, where required, bringing in mediation. • Managing serious incidents, workplace grievances and disputes and resolving occupational health and safety issues by putting in place effective consultative structures such as a committee and Health and Safety Representatives. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 17 JOB DESIGN IN OFFICE WORK • Consulting with workers when determining the best way to deal with identified problems. This will ensure measures to control or reduce risk are practical, more likely to be effective and are ‘owned’ by the workgroup. • Providing training and information about risks to psychological health from stress by raising awareness, and disseminating information about workplace prevention actions. • Establishing a process for reporting and responding to reports of stress, including mechanisms for early identification, reporting and management of stress-related issues, and training managers and staff in these processes. • Giving employees access to an Employee Assistance Program (EAP). EAP personnel are usually qualified counsellors/psychologists and work for an external, independent organisation. They can assist employees by providing confidential support and counselling for either work-related problems or personal issues which affect work. Comcare’s Working Well: an organisational approach to preventing psychological injury (2005) has advice for organisations on managing stress factors in the workplace. Bullying at work Although bullying may appear to be different to work-related issues, it can be managed within the same risk reduction framework by: • developing and communicating a ‘no bullying’ policy and procedures for reporting, investigating and resolving incidents; • raising awareness to help employees recognise the circumstances in which workplace bullying may be more likely to occur; • providing appropriate training, particularly for those with supervisory roles; and • protecting at risk groups by introducing a ‘buddy’ system for new workers; and • additional training, for example, in workplace diversity and specific training for supervisors and managers. Occupational violence Eliminating the reason for violence should be the first step to preventing violence. Examples include: • removing the incentive for occupational violence by not having money, drugs or valuables on the premises; and • changing customer contact arrangements, e.g. by providing services over the phone instead of in person or withdrawing service to a customer who is known to be violent. If it is not possible to eliminate the risk then the next steps are to reduce the risks as much as possible by: • changing the equipment or process, e.g. replacing breakable glass panes with safety glass or removing items that could be thrown; and • designing for safety, e.g. increasing the depth of the reception counter to create more space between the customer and the staff member. Use Crime Prevention Through Environmental Design (CPTED) principles to: • ensure there are clear sightlines between public areas and individual or separate work spaces, as well as effective lighting and landscaping that does not provide hiding places; • control access for internal or high-risk areas, and ensure landscapes are designed so that pedestrians are directed through appropriate routes; • create a clear distinction between public and non public spaces and display appropriate signs; and • use good design and maintenance of public spaces to encourage a sense of ownership and responsibility. 18 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE JOB DESIGN IN OFFICE WORK Other methods to reduce the risk include: • providing training to help workers identify potentially volatile situations and know how to de-escalate potential violence in management of customer service and complaints, and emergency response procedures (including violence, fire, bomb scare, armed hold-up); • providing written and/or verbal hand-over on the status of risk (e.g. customers who have exhibited potential for violent behaviour during a previous shift); • providing secure cash management and entry and exit from the premises (particularly at night); • providing duress alarms, personal alarms or mobile phones where customers may be violent or staff work alone; • developing a plan for violent incidents, including provision of first aid, comfort to those affected, communication to emergency services, maintaining an undisturbed scene, asking witnesses to remain and contacting families; • reporting on the threats or incidents and assess possible triggers for the threats; and • providing post-incident reporting, debriefing and review. Managing fatigue and shift work Where reasonably practicable, shift design should try to eliminate early morning start times (before 6:00am), late finish times, work between 2:00am and 6:00am, long hours of work and the need to work overtime or extended shifts. If risks cannot be eliminated: • improve shift schedules or rosters to prevent build-up of sleep debt (cumulative fatigue when normal sleep or rest is disrupted over time); • provide back-up for absences rather than having others work longer hours to cover absences; • change work requirements, work schedules or systems of reward (pay, recognition or promotion) that provide incentives to work longer and harder than may be safe; • provide adequate rest breaks and an environment conducive to rest; • provide training and information about risks to health and safety from fatigue, e.g. raise awareness, and disseminate information about the strategies that the workplace is using to prevent fatigue risk; • provide information for shift workers on managing fatigue, e.g. planning optimum sleep conditions, developing sleep and wake time routines, maintaining exercise and regular healthy eating patterns and minimising caffeine, alcohol or high-fat food intake prior to sleep; and • provide safe travel arrangements for employees following long hours of work or when commuting during normal sleeping hours. Improving physical job design The important aspect of physical job design is that it fits with how our bodies operate. Points to consider include: • joints should be in relaxed and comfortable positions (see Figure 2.3). This makes the work of muscles, ligaments and tendons around joints more efficient. Where extreme positions must be used, they should be held for as little time as possible and not repeated often; • the work should be kept as close as possible to the body to minimise the stress on the body when reaching to perform a task; • commonly accessed items should be stored between hip and shoulder height where possible to avoid bending over and reaching up; • repetitive tasks such as using a keyboard and mouse should be performed for short periods. They are best interspersed with other tasks requiring different postures and movements, e.g. collecting work at the printer, reviewing, photocopying and distributing documents; • static or fixed postures should only be held for short periods of time and interspersed with different tasks; WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 19 Figure 2.3 Relaxed, comfortable work positions JOB DESIGN IN OFFICE WORK • job design should provide the opportunity for people to sit, stand or walk a short distance as a normal part of their duties; • exertion from the use of excessive force should be avoided; and • exertion of force should be done in an upright posture, without twisting the spine and preferably using both hands equally. Keyboard skills Where the user does not have good typing skills, the risk of sustaining a muscle strain can increase as the operator may frequently or for a sustained period bend their neck to see the keyboard or the document they are typing from. When beginning to use computers, it is important to learn basic typing skills. This can be achieved through short but frequent training with the use of tutorial software programs. This approach can equally apply to two finger typists who may have developed a reasonable knowledge of the keyboard but cannot operate it without looking at the keys. This method of work is habitual and a concerted effort is needed to help with the development of new work methods. Task variety It is important to include task variety in the design of work. This is best done by mixing intensive keyboard use and other computer use with a variety of other work. It is important that the different tasks involve a change in posture and muscles used to perform the work. As the working day progresses it becomes more important to provide work with different mental demands, changes in posture and more frequent work breaks. Breaks Rest or work breaks can range from short pauses to defined breaks such as lunch. Answering the phone or collecting a document from the printer are short breaks that provide an opportunity for muscles that have been active in keyboard or mouse use to rest and recover and muscles which have been fixed during this use to move. Where a variety of alternative tasks are not available, it is important to have more work breaks away from the task. The length of these and how often they are taken depends on the work, the person and other factors. Frequent short pauses are preferable to infrequent longer pauses. The use of exercises during breaks can provide a variety of changes in posture and movement for muscles during periods of intense work (see Appendix D). These exercises may be useful where there are no alternative tasks available. Exercises should not be used to replace other controls listed above. Exercises should be gentle stretches which provide rest for frequently used muscles and movement for muscles which have been static. The best exercise is usually to get up from a seated position and move around. Work adjustment periods It is important that during employee absences, their work is not left to pile up awaiting their return. This situation can cause an overload that can increase the risk of MSD and loss of job satisfaction. Where employees are new to keyboard use and other office-based tasks or are returning from an absence of several weeks, a period of adjustment may be required. The adjustment period will depend on the individual, the equipment, the environment and the duration of computer-based work involved. Where there is highly repetitive work, such as keyboard and mouse use, adjustment may be achieved through reduced work loads or provision of a greater variety of tasks than usual with a gradual reintroduction of highly repetitive or demanding work. 20 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE JOB DESIGN IN OFFICE WORK WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 21 CHECKLIST – JOB DESIGN IN OFFICE WORK Have hazardous manual handling tasks been assessed and controlled as far as is practicable, including: • Repetitive or sustained force, awkward posture or movement? • Application of high force? • Handling of people, animals or loads which are unstable, unbalanced or difficult to grasp or hold? Have social and psychological stressors been assessed and controlled as far as practicable, including: • Job content issues (such as overload, lack of control or variety, high levels of repetition or concentration, poor physical environment)? • Social and organisational issues (such as conflicting demands, inconsistent expectations, personal relationships, inadequate training)? • Bullying (such as intentionally withholding information, excluding or isolating workers, unreasonable threats of dismissal, harassment)? • Occupational violence (such as physical assault or threat, indecent physical contact, pushing, shoving)? • Fatigue (long hours, inadequate breaks, demanding shift patterns)? • Physical demands of jobs (excessive repetition, awkward and static postures, unrealistic deadlines)? This section discusses health and safety issues relating to environmental factors in offices, including lighting, noise and air quality. LIGHTING IN THE OFFICE Good lighting in workplaces is essential to enable people to see clearly and perform their work safely. The key factors to consider when determining the adequacy of lighting are the: • amount of light in an area; • number, type and position of the light sources; and • tasks or activities performed, how often and for how long these are performed. In general, good lighting should enable people to easily view their work and environment without the need to strain their eyes. However, different activities require different levels and qualities of light. The visual demands of the activity or task performed determine the lighting needs of an area. Activities that do not require a high level of visual acuity – for example, walking through a corridor – do not require high levels or an optimum quality of light. On the other hand, tasks such as drawing or checking a document for errors involve fine and detailed work requiring a moderate to high level of visual control, and so greater levels and a higher quality of light are required. How much light is needed? We are able to see quite well in a wide range of lighting levels due to the ability of the eye to adapt to different lighting conditions. For example, when you move from a bright room into a relatively dark area, or vice versa, your eyes adapt and over time (some seconds) you are able to see more clearly. To reduce the demands on your eyes and the need to adapt when changing tasks or viewing fields, or when moving from one work area to another, specific levels of lighting for particular types of tasks are recommended (see Figure 3.1). How is light measured? The amount of light in an area can be measured using a light meter (or lux meter). This measures the amount of light falling onto a surface, which is known as the illuminance of that surface. Illuminance is measured in lux. Recommended illuminance levels for different types of work areas are approximate and are shown in the accompanying table. 22 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 3 DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT Figure 3.1 Recommended illuminance levels for various types of office tasks, activities and interiors. Adapted from AS 1680 – Interior Lighting Quality of light This refers not only to the level of lighting, but also to other factors which have a significant impact on how well we are able to perform a task. These include: • the number of lights in use – having the correct number of lights will provide evenness of lighting over the area; • the type of lights, e.g. fluorescent tubes, tungsten and halogen lights – the most common type of office lighting is fluorescent, most resembling natural light and long-lasting. Fluorescent lights can provide different qualities of light, such as white, warm, natural, daylight or colours; • the type of light fittings used – the design of light fittings can influence the direction of lighting; • the position of the lights – lights should be positioned to illuminate the workstations; • how colours appear under them; and • maintenance of the lighting system. All these factors need to be taken into account when designing lighting for office environments. A lighting designer should be consulted for designing lighting in a new office area. CLASS OF TASK RECOMMENDED MAINTENANCE ILLUMINANCE (LUX) CHARACTERISTICS OF THE ACTIVITY AND INTERIOR REPRESENTATIVE ACTIVITIES & INTERIORS Intermittent use 80 Interiors requiring intermittent use with visual tasks limited to movement and orientation Staff change rooms Simple 160 Occasional reading of clearly printed documents for short periods Waiting rooms Ordinary or moderately easy 240 Continuously occupied interiors where moderately easy visual tasks with high contrasts or large detail are required Computer usage Moderately difficult 400 Areas where visual tasks are moderately difficult with low contrasts Routine office work Difficult 600 Areas where visual tasks are difficult with low contrasts Drawing offices (boards), proof reading WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 23 DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT Other issues related to lighting in the office Glare in a work area Glare occurs when one part of an area is much brighter than the background or vice versa. For example, if a bright window is positioned behind a computer screen, the contrast (difference between dark and light) can be so great that the eyes have to constantly adapt to the change. This may cause eye fatigue and headaches, as well as decreased ability to view the screen. Glare can be identified by observation as well as complaints and comments from people working in the area. There are several ways to reduce glare in the office environment: • control natural light from windows, e.g. venetian blinds enable people to adjust the light in their work areas; • reduce the contrast between the foreground and background, e.g. the use of a slightly darker partition with a matte surface reduces the contrast between a computer screen and the surrounding area; • reposition the workstation to reduce the light falling on the work surface; and • reduce the general lighting to suit the task being performed. Reflections from a work surface Light reflected from a surface can make it difficult to see what is on it. For example, it can be difficult to read a screen when light from artificial lighting or windows is reflected from it. To identify reflections, observe a work surface or screen and ask the operator if they have difficulty seeing their work due to reflections. Don’t forget, light from windows changes during the day and with the seasons. To assess reflections, hold a sheet of paper above a screen or place a mirror over the work surface to reveal the source of the reflections visible from the usual working position (see Figure 3.2). Check whether the mirror indicates overhead lighting or other sources of light as a problem for that work surface. Reflections from screens have been reduced by the development of colour monitors, Windows-based systems, LCD screens and non-reflective screen surfaces. Additional controls for reflections include positioning the screen side-on to the main light source (see Figure 3.3). A light screen background also reduces difficulties caused by reflections. If these options do not resolve the problem, then consider moving the workstation to another position. This is particularly relevant where the screen is used for prolonged periods of time. These controls should be used in preference to the use of screen filters, which can reduce the quality of the screen display and require regular cleaning. Annoying reflections can also occur in workplaces where there are highly polished floors or glass covered wall paintings. These issues should be addressed when planning and setting up an office. Even glossy paper documents can reflect light and become unreadable. Shadows across a work surface Shadows can reduce the visibility of work, contribute to glare problems and cause the adoption of poor posture in order to view work (see Figure 3.4). A simple observation and test by holding a piece of paper above the viewing surface can indicate whether shadows fall over that work surface. Assessing the effect of shadows may be achieved by observing a person’s posture. If a person is adopting a poor posture to read or see their work, then shadows may be a significant problem (also consider glare and reflections). Increasing the number and spread of overhead lighting, repositioning work or redirecting lighting are the main ways of reducing shadows. Barriers to light falling on the work surface – for example, an overhead shelf – should be removed or relocated to reduce shadows. An adjustable task lamp may provide specific lighting where shadows are a problem, where light from a particular direction is required or when an increase in general lighting is not practicable. A task lamp can, however, create pools of light, causing the eyes to have to adapt rapidly when looking at the whole work surface, so the removal of barriers to light falling on the work surface is the preferred control measure. 24 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Figure 3.2 Assessing reflections DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT Posture and the visual environment When people find it difficult to see what they are working with, it is common for them to lean closer to the object or to bring it (e.g. a document) closer to their eyes. In both cases, this may lead to an awkward posture. People who report discomfort at work should be observed performing their usual duties. A well supported, neutral posture is less likely to result in discomfort. Where the person is not well supported by their chair, leans towards their work or adopts a posture as shown in Figure 3.4, there may be a problem caused by poor lighting, poor screen design or position, or uncorrected visual problems. If lighting is contributing to poor posture, the location and all aspects of the lighting relative to the task need to be considered, for example: • Is a shadow being cast over the work surface? • Is there enough light for the task being performed? • Are reflections or glare causing the person to adopt an unsatisfactory posture? Where visual problems are thought to exist, advice should be sought from a medical specialist or optometrist (refer to Section 5). Visual fatigue Eye muscles can become tired when constantly focused on close work. To identify if this is an issue in your office, ask people if they get tired eyes or other eye strain symptoms. To control visual fatigue, a change of focus, such as a view out of a window or to a picture along a hallway at a distance from the operator, can provide exercise to other muscles of the eyes while resting the tired muscles. Natural light When identifying, assessing or controlling lighting issues in offices, you need to take into account the time of day and year, as this will affect the quantity and quality of natural light in a work area. This is particularly important when designing lighting systems. Some of the office lighting issues may be caused by natural light entering a work area. By providing staff with control and adjustment of natural light, for example, venetian or vertical blinds, many of these issues can be addressed. Colour Choice of colours can determine the mood of an environment and the level of reflection from a surface. It is recommended that ceilings have high reflectance, (reflecting around 80% of the light) and are usually white or off white. Walls should have 50 – 75% reflectance (subdued cool colours) and a gloss or semi gloss finish. Floors should have low (less than 20%) reflectance and therefore should be darker and not glossy. The use of colourful posters or non-reflective paintings can relieve monotony and provide visual relief. Flickering lights Some lights can be a source of annoyance, particularly older fluorescent tubes which may flicker when malfunctioning. Regular maintenance will help control the effects of light flicker. For further information about lighting in office environments, see references in Appendix D. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 25 Figure 3.3 Preferred placement of the screen to reduce reflections Figure 3.4 Poor posture may be due to inadequate lighting or uncorrected visual problems DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT NOISE IN THE OFFICE Figure 3.5 Common noise levels in decibels What is noise? Noise is usually defined as any disturbing sound. In practice it is referred to as ‘sound’ when pleasant, and ‘noise’ when annoying. Typical noise levels in different work environments are depicted above (see Figure 3.5). Sources of noise Noise within the office can originate from internal and external sources. Internal noise sources include office equipment (e.g. telephones, printers and photocopiers), people (e.g. conversations) and background noise generated by the building (e.g. from lifts and air conditioning). Background noise generally goes unnoticed unless there is a malfunction of equipment. In fact, some background noise is desirable as an absolutely quiet environment can be uncomfortable. External noise sources can include road traffic and general industrial noise. Where noise has been identified as a hazard, such as in an industrial setting, the Occupational Health and Safety (Noise) Regulations 2004 should be followed to identify, assess and control excessive noise levels. The Guide for Assessing and Fixing Noise Problems at Work (2005) gives assistance in complying with the Regulations. Guidelines on appropriate noise levels for particular work environments may be found in AS 2107: Acoustics: Recommended Design Sound Levels and Reverberation Times for Building Interiors (2000). dB 120 100 80 60 40 20 26 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT Why is the control of noise in an office important? Generally, the levels of noise in office areas are below those levels known to pose a risk to hearing. In offices, ‘annoyance’ noise is likely which may interfere with communication, annoy or distract people and affect a person’s performance of tasks like reading and writing. This can be costly for an organisation. Noise that prevents a person from understanding an instruction or warning signal may also be a risk to safety. For these reasons, it is important to consider what can be done to control unwanted noise in the office. Speech privacy Some privacy during conversations is required, particularly in open-plan offices. This requirement should be built in at the design stage of the office layout, when the distance between people and orientation of workstations is determined. People should be able to have telephone conversations and perform work without the person next to them listening to every word. Partitions are frequently installed to provide privacy between workstations. This involves considering the design of the whole environment including the size, construction and continuity of partitioning and all other surfaces in the office. Expert advice should be sought when designing partitioning to provide speech privacy. For further information refer to AS 2822: Acoustics: Methods of assessing and predicting speech privacy and speech intelligibility. Figure 3.6 Noise from a photocopier controlled by isolating equipment in separate rooms WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 27 DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT Identifying disturbing noise in the office To identify disturbing noise sources in an office it is best to ask the people working in the area a series of questions, for example: • What noise is most disturbing (if any)? • When does it occur? • What effect does it have? • How do you deal with disturbing noise? This may be done using a general walk-through survey that includes interviewing people. Where noise issues have been identified as a problem in an office environment, assessment and development of noise control measures should be undertaken. A qualified person should be consulted where specialist assessment or advice is required. Noise control measures should be developed using the hierarchy of controls outlined in Section 1. The Guide for Assessing and Fixing Noise Problems at Work 2005 can assist with this process. If you need to control noise in an office environment, there are several things you can do: • use a layout which separates noise generating activities or equipment from tasks requiring concentration; • isolate noisy equipment such as printers or photocopiers by placing them in separate rooms (see Figure 3.6); • use sound-absorbent materials, including suitable floor coverings, wall panels, ceiling panels and dividing screens. Installation of barriers should also take into account the effect this may have on ventilation and any sense of isolation it may cause with staff; • provide acoustic-grade dividing screens to reduce conversation noise. Studies have found that partitions with sound absorbing panels of at least 1,600mm height are required to have any effect on the transfer of sound between workstations. These panels need to be used in conjunction with other sound absorbing surfaces – floors, walls and ceilings – to be effective. In an open-plan office compromises may be made to allow communication between workstations by using 1,200mm height partitions between employees and 1,600mm between work sections; • select equipment with the lowest noise specifications practicable; • install noise barriers – including double-glazed windows, solid walls and fences – to reduce external noise sources; • lower the volume setting on a disruptive telephone. This is a simple way to reduce existing noise levels; • adopt administrative controls such as encouraging employees to use meeting areas away from work areas for conversations; • use masking sound, i.e. electronically generated background noise that is deliberately introduced to mask or cover up intrusive noises. It is best to control unwanted noise rather than try to mask it. Masking has generally been found to be an unsatisfactory way of dealing with unwanted noise (consult an expert on this issue); and • orient workstations so that one person does not use the phone in a direct line to the ear of the person in the next workstation. 28 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT THERMAL COMFORT AND AIR QUALITY IN THE OFFICE Thermal comfort Comfort is influenced by clothing, the job being undertaken, temperature, humidity and air flow. People may feel uncomfortable if the temperature within an office is either too low or too high. High humidity can create a stuffy, sticky atmosphere and contribute to feelings of tiredness. There are considerable individual differences between people regarding what is comfortable and it is unlikely that a single temperature or level of humidity will suit everybody. For further information on thermal comfort, refer to Comcare Australia’s Air Conditioning and Thermal Comfort in Australian Public Service Offices (1995). Identifying thermal comfort issues To identify thermal comfort issues in office environments, ask the people working in the area a series of questions like: • Do you find the atmosphere hot, cold, stuffy or draughty? • When do you notice these conditions? • What effect do these conditions have on your work? • How do you deal with them? • Where do you notice these conditions? Figure 3.7 Direct air flow away from people Assessing thermal comfort issues Where thermal comfort is an issue, there will usually be a history of complaints from staff. Where problems are identified by many staff, thermal comfort issues should be assessed by an appropriately qualified person and control measures developed in consultation with employees. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 29 DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT Controlling thermal comfort issues Some general suggestions for improving thermal comfort include: • regulate air conditioning for temperature and humidity; • avoid locating workstations directly in front of or below air conditioning outlets; • install deflectors on air vents to direct airflow away from people. These measures will help prevent staff being annoyed by draughts (see Figure 3.7); • control direct sunlight (radiant heat) with blinds, louvres and window treatments; • minimise draughts and thermal differences between the head and the feet (thermal gradients); and • ensure adequate air flow. Feelings of stuffiness can result when air flow is low, and draughts occur when air flow is high. An air flow rate of between 0.1 and 0.2 metres per second is desirable. Air quality in offices Air in offices may be contaminated by several different sources, including odours and micro-biological and chemical contaminants. In an office environment, the quality of the air is often controlled through an air conditioning system. A building’s air conditioning system can be considered its lungs. The function of such a system is to draw in outside air, filter, heat, cool or humidify it and circulate it around the building. The system expels a portion of the air to the outside environment and replaces this expelled portion with fresh or outside air. Guidelines on appropriate air quality standards for the office environment are contained in the relevant Australian Standards, particularly AS 1668.2: The Use of Ventilation and Air Conditioning in Buildings: Ventilation Design (2002). There are several air contaminants which can lead to health problems for workers in offices. Legionnaire’s disease Legionnaire’s disease is an infection caused by exposure to legionella bacteria. Infection can often be traced to exposure to mists of airborne droplets carrying the bacteria. These may be related to contaminated air conditioning cooling towers and warm water systems. Other sources may include aerosols from spa baths or potting mix. Effective prevention of exposure to legionella is achieved through appropriate design and maintenance of air conditioning systems. In Victoria the law requires: • cooling towers to be registered; • a risk management plan to be in place; and • regular testing and maintenance of systems. Legislation includes the Building (Legionella) Act 2000 and the Health (Legionella) Regulations 2001, which are administered by the Department of Human Services. Comcare’s Approved Code of Practice on Indoor Air Quality (2002) contains guidance on prevention of legionnaires’ disease. Sick Building Syndrome Sick Building Syndrome (SBS) refers to a situation where a proportion of people complain of symptoms of discomfort such as a headache, eye, nose or throat irritation, fatigue, dizziness or nausea while inside a building and the symptoms go away upon leaving the building. Instances of SBS are rare and may be related to psychosocial factors in the workplace as well as poor air quality. Where air quality problems exist or SBS is thought to be a problem, specialist advice should be sought. Ozone Ozone is a gas produced in small amounts by electrostatic photocopiers. Under normal circumstances, the concentration of ozone is not sufficient to cause symptoms such as itchy eyes or illness. Most older photocopiers now have activated carbon filters fitted to decompose ozone. It is best to store photocopiers in a well-ventilated area. For more information regarding ozone, refer to WorkSafe Australia’s Office Copying Machines (1989). 30 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE DESIGNING A HEALTHY AND SAFE WORKING ENVIRONMENT CHECKLIST: DESIGNING A SAFE AND HEALTHY WORKING ENVIRONMENT Have environmental issues been assessed and where necessary controlled as far as is practicable, including: • Lighting (such as adequate amount, quality, colour of light and control of glare, reflection, flicker and shadows)? • Noise (e.g. disturbing or nuisance noise, lack of speech privacy)? • Thermal environment (such as heat, cold, stuffiness or draughts)? • Air quality (e.g. control of air conditioning systems, office equipment outputs)? WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 31 This section looks at the general principles of office layout, workstation design, seating, desks, workbenches and storage systems. Consideration is also given to health and safety issues related to technological changes in office equipment and tools. OFFICE LAYOUT AND DESIGN An important feature of modern office design is the need for flexibility in office layout, furniture, equipment and the environment to suit the needs of the users and the work they perform. Design must be taken into account in the early stages, not just when a building is being outfitted. See Victorian WorkCover Authority’s Designing Safer Buildings and Structures: a Guide to Section 28 of the Occupational Health and Safety Act 2004. Floor space Provision of adequate space in an office to enable a person to operate effectively is essential. There are three types of space that need to be considered: • primary space – amenities, meeting rooms, lift lobbies and similar areas; • secondary space – corridors and storage; and • tertiary space – space required in a workstation to accommodate a desk, chair, drawers, filing cabinet and other necessary equipment. The Building Block approach is one method used to determine the amount of space required by personnel. This is based upon a functional analysis of their needs, that is the tasks they perform in their jobs. This method recommends a minimum of 6 square metres per person for tertiary space and additional space for secondary and primary space requirements. It enables planners to provide enough space for all the requirements of technical people working in offices including clerical and administrative staff. AS 1668.2 (2002) recommends an overall 10 square metres per person for offices, including primary, secondary and tertiary spaces. This standard relates to the ventilation of the building. The important thing to design for in all circumstances is the functional needs of the employee. Floor surfaces Generally carpet is preferred in office areas to provide a comfortable walking surface and to reduce noise, reflected light from polished floor surfaces and the risk of slips and falls. Selection of wool mix carpets reduces the build-up of static electricity which can give a mild electric shock. Carpets should be properly laid without loose edges or ripples and should be well maintained. Where there are tasks requiring pushing and pulling wheeled equipment, carpet should be low profile to prevent high force manual handling. 32 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 4 OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT Walkways Walkways should provide safe access and egress at all times. The use of walkways for temporary storage can introduce tripping or falling hazards and block emergency exits. The through traffic using walkways can be a source of noise and distraction for staff positioned near them. Walkways near office workstations should be bordered by sound absorbing panelling to help reduce noise. Partitions Partitions are used to divide workstations and provide visual and auditory privacy. They can also reduce unwanted distractions, provide a background visual surface for computer screens, reduce contrasting light intensities, help direct a person’s line of sight towards an external window for relief of visual fatigue, and control external and reflected light. Partitioning can cast shadows and reduce levels of light if not appropriately designed or installed. Refer to Section 3 for additional information. Storage Storage facilities such as filing cabinets, lockers and shelves often sit on the border of a walkway. When choosing the location of this equipment it is important to consider what other activities occur in the area. For example, a filing cabinet requires approximately 1.2 metres of space in front of it to enable someone to access a fully opened bottom drawer. If this projects into a frequently used walkway it becomes an obstruction and a hazard will be created. Function of the space The size and layout of a work area should accommodate the equipment and the needs of the users. Where equipment such as photocopiers, faxes and printers are used, there is a need to accommodate the equipment and allow for additional traffic and general activity. Eating and relaxation facilities A separate space, with access to hot water and a sink, should be provided for meal and tea breaks and to allow employees to take rest breaks away from their work desks. WORKSTATION DESIGN The core components of an office workstation include a desk, a chair and the equipment used to perform office tasks. Other furniture may include reception desks, paper storage, collation benches and workbenches next to office equipment such as photocopiers, faxes and printers. In the design of office workstations flexibility and adjustability are the key design issues. Individuals can then control how their workstation is set up and organised to meet the changing demands and variety of tasks they perform. General principles The design of a workstation should be directed by the range of people who may use it, the tasks they perform and the type of equipment to be accommodated. Adjustability In addition to adjustability to accommodate the different sizes and statures of people, workstations need to be flexible and large enough to accommodate the growing range of tasks performed and equipment used in offices. The workstation should be easily adjustable and the adjustment mechanism should not create a risk from manual handling. Electric adjustment is the most appropriate. Posture and movements The shape and adjustability of a workstation influences the postures people adopt while working. The location and type of equipment used at the workstation also influences the range of movements performed during work. The workstation then is the means of placing people in the best position to enable them to effectively perform their tasks and use their equipment in comfort. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 33 Figure 4.1 Reception desk Figure 4.2 Reception/waiting area (not to scale) OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT Workstations in the office A variety of workstations are used in offices to meet the needs of computer users, including: • data entry or customer service users – engaged in continuous input tasks such as keying numerical data; • interactive users – performing a variety of tasks with a considerable proportion of the day interacting with a computer; and • casual users – using computers on an occasional basis or infrequently during the day. Workstations should also allow for non-computer tasks, or separate workstations should be available for non-computer work. In addition to the type of computer usage, the design of a workstation is influenced by the variety of people required to use it: • multi-user workstations need to be adjustable to meet the needs of different users; and • single-user workstations need to be adjusted initially to meet the particular dimensions and preferences of the individual. Even after this initial adjustment, the user’s tasks or needs may change requiring further workstation adjustments. Possibly the most common workstation found in the office combines provision for computing and general administrative duties. The computer and administrative workstation This workstation usually involves an adjustable chair, a desk, a footrest if needed, desktop computing equipment including a keyboard, a mouse, a hard disk drive and a screen, a document holder, a telephone, and related furniture and equipment. As new technologies and tools are introduced, flexible workstations are required to accommodate the job design changes that occur as a result (see Figure 4.4). A guide to setting up your workstation can be found in Appendix A. CHAIRS It is essential that office seating is comfortable, appropriate to the task being undertaken and easy for the operator to adjust. The often held view of the activity of sitting is that people maintain a fixed posture for long periods of time, however, when performing a range of activities, people tend to adopt different positions and postures while seated. This is desirable as it provides variation in loading of the thighs and back and in general can improve seating comfort. Adjustable office chairs A chair is the main item of a workstation that provides adjustability for comfort and enables the work heights to be controlled. Key factors to consider when determining if the chair is appropriate for the person and the job are listed as follows: • it should be adjustable to the task and be easily adjusted from the seated position; • the seat should be height-adjustable, preferably utilising a gas lift for ease of adjustment; • the seat should have a curved front edge, to minimise pressure on the underside of the thighs (see Figure 4.5); • the seat should be able to tilt slightly backwards or forwards; • it should have a supportive backrest that is adjustable in height, angle and depth; • both the seat and backrest should be covered by cloth or some other type of material that breathes; • it should have a five-star base for stability; and • armrests are optional; they help decrease the forces on the shoulders and back during rest from keying. If provided, armrests should preferably be adjustable in height. 34 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Figure 4.3 Typical manager’s workstation Figure 4.4 The computer and administrative workstation Figure 4.5 Adjustable office chair OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT In general, chairs are designed to fit 90% to 95% of the adult population. People outside this range, because they are tall, short or large, may need seating that is tailored to their needs. Chairs should support the body in a way which minimises awkward postures and provides comfort, however, chair positions may need to be changed often. No chair can provide a perfect position for long periods and it is important to change postures and get up from a chair many times during the day’s work. Setting up an adjustable chair for optimum support is shown in Appendix A. Alternative seating Some forms of alternative seating are designed to enable people to sit with the hips at an angle that is believed to reduce pressure on the lower back. These types of seating are not necessarily better or worse than conventional adjustable office chairs, but may not provide the optimum support in a workplace where many hours of the day may be spent in sitting. There are no current guidelines or design standards for alternative chairs. They should not be used for constant sitting and conventional chairs are also required in the office environment. See Fitness Ball not Suitable as a Chair (WorkSafe, 2005). Different seating is sometimes chosen by personal preference e.g. by someone with lower back pain or to look good. Some examples are: • the ‘kneeling’ chair, a forward tilted chair base with knee support; • the ‘sit-stand’ or ‘saddle’ chair with a tilted base for ‘propping’ on; • the ‘physio’ or ‘fit’ ball, an inflated ball which encourages constant small changes in posture to maintain balance; and • executive chairs, which, as the name suggests, are designed as status furniture for executives. Their design often provides little in the way of adjustability and seat and backrest design to give support. As most senior managers use computer equipment as a core part of their daily work, executive chairs should include the adjustability and features listed above. An organisation may choose not to allow alternative seating unless it has been assessed for risks to users or is required by a medical or rehabilitation plan. There are limitations in using these chairs in the workplace, e.g.: • the seat is often not able to be adjusted to accommodate different leg lengths or the angle of seat. Some models of the ‘kneeling’ and the ‘sit-stand’ chair do provide adjustments and include an adjustable backrest; • their use relies on the adoption of a prescribed posture, maintaining the natural curves in the back. Users may need to gradually increase their use of this seating to enable muscles to adapt to the different postures; • although some of these postures may be preferred for short periods, in general these forms of seating do not provide lumbar support, which leads to the back and abdominal muscles working for long periods of time to maintain the adopted posture if used as a work chair; • getting on and off and sitting on seats such as the ‘kneeling’ chair and ‘fit’ balls may be awkward, particularly with some types of clothing, and caution is needed; and • where there is no stable mobile chair base, a person cannot easily move around the workstation as their leg positions are often constrained. They must rely on back and arm strength to move. Although these chairs allow an upright posture when facing a task, there is a greater degree of reaching, bending and twisting required when accessing other parts of the workstation and there may be risks from loss of balance and extreme postures. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 35 OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT How to correctly adjust an office chair • The chair height should be set so that the thighs are approximately horizontal and the feet rest comfortably on the floor. • Combine chair and desk adjustments to position the work at elbow height. Where writing and mouse and keyboard tasks are performed, it may be necessary for the chair height to be adjusted slightly between these two tasks (that is, raised for keying or mouse work and lowered for writing). • If the chair height is correctly set but the desk is too high, either lower the desk height or raise the height of the chair and use a footrest to make up the height difference (see Figure 4.7). • The backrest should be adjusted so that its convex curve fits into the curve of the lower back, centred about waist level. A slight backwards tilt of the backrest or forward tilt of the seat will allow an increase in the angle at the hip. This will decrease the force on the lumbar spine. • If the thighs are wedged between the chair and the under surface of the desk, or the knees bump into the front of the desk then either the desk is too low, the chair is too high, the desk top is too thick or the user is too tall for the chair and desk. An ergonomist can give advice in this situation (see Appendix D). • Small adjustments can be made as often as changes in tasks to adopt the most appropriate posture for the task. How to decide if you need a footrest This will depend upon whether your desk is at the required height once you have adjusted your chair to suit your needs. If the desk is too high and it cannot be lowered, then raise the height of the chair and use a footrest to raise the height of the floor by the same amount. Footrests should have height and angle adjustability and be large enough to permit some movement while supporting the feet. A footrest should not be so big that it clashes with the chair base. Using a footrest limits mobility so it is preferable to have full adjustability of the desk and chair to avoid the need for a footrest. How to decide if you need armrests Armrests are designed to allow people to support themselves when getting up or sitting down. They are suitable for people who perform a variety of tasks at a workstation, move frequently to and from their chair or sit back in their chair to talk to visitors. Armrests are less suitable for keying work. If the elbows are fixed on the armrests they can cause the shoulders to be raised into an unnatural posture. The desk surface can be used to support the forearms and reduce the effort of supporting the arms. Armrest designs should not limit forward chair movement by touching the desk. Choosing between castors and glides Castors allow chairs to be easily moved forwards and backwards, however, they are not suitable for use on non-carpeted surfaces unless fitted with friction brakes. Misuse of a chair with castors, such as standing on it, is hazardous. Glides or castors with friction brakes should be used where chairs do not need to be moved – for example, on visitors’ chairs – or where hardfloor surfaces exist. Care must be taken not to provide slippery mats at desks where chairs with castors are in use. Purchasing chairs Before purchasing new chairs, it is important to assess use of the chairs and the design features needed. WorkSafe Australia’s Ergonomic Principles and Checklists for the Selection of Office Furniture and Equipment (1991) provides guidance for the selection of chairs, and the requirements for adjustable height chairs can be found in AS/NZS 4438 Height Adjustable Swivel Chairs (1997). It is the responsibility of suppliers to advise if chairs meet the Australian Furniture Research and Development Institute (AFRDI) Standards. Trial use of chairs in the office is advisable prior to purchase. 36 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Figure 4.6 Kneeling chair Figure 4.7 Seat height and footrest adjustment OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT DESKS AND WORKBENCHES General design considerations The main factors to consider when choosing desks include: • tasks to be performed; • equipment and resources to be accommodated; and • adjustability to meet the range of different sizes of the users. Refer to the WorkSafe Australia publication Ergonomic Principles and Checklists for the Selection of Office Furniture and Equipment (1991) and AS/NZS 4443 Office Panel Systems – Workstations (1997) for more detailed information on office desks and workstations. Types of desks Freestanding height-adjustable desks These desks are designed to raise and lower the desk surface so that the user can position work at the most comfortable height. They are suitable where different staff use the same desk (multi-user) or where a range of different tasks are performed at the same desk (multi-task). The length and depth of the desk depends on its use. For example, a computer screen needs to be located at least an arm’s length from the user when sitting in a keying position and the depth of the desk will need to take into account the depth of the screen and the distance required from the user. Where a freestanding desk is used against a wall, it may have to be moved away from the wall to allow the screen to be placed at the rear of the desk and to achieve a suitable distance from the user. Freestanding fixed-height desks These desks provide limited flexibility for the user. Chair adjustments are relied on to meet the user and task requirements. In some situations the desk can be modified (raised or lowered permanently) by a trades person; however, this renders the desk unsuitable for use by people of different physical dimensions. Split desks and keyboard platforms Some desks used for computing work have an adjustable section to hold a keyboard. These designs limit the range of tasks that can be performed at these desks. If they are used, the selection of a split desk should match the tasks that need to be performed. Adjustment mechanisms located in the leg space under the desk may be hazardous to the knees. A drop down keyboard shelf provides inadequate space for using a mouse, forcing the operator to raise the arm up from the side to use the mouse. Keyboard platforms that slide out from under the desk are not recommended as they cause an increase in the reach distance to other equipment on the desk and generally provide inadequate space for the use of a mouse. Corner workstations In these workstations, the desk is usually designed to extend along two sides of the partitioning so that it occupies the corner. The corner section usually has a bridging section that is at 45 degrees to the two sides. In some cases the bridging section connects the two sides with a curve to accommodate larger computers, which can be placed in the corner section to take advantage of the increased depth created by the angle. Placement of these larger computers, such as some design and engineering systems, is crucial as they are much deeper than conventional screens and, if placed on one of the side sections of the desk, would be too close to the user. Corner workstations can be an efficient use of space and often have built-in cable housing. Care should be taken to choose a workstation that does not impose limitations on adjustability or the ability to choose a layout if needs change. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 37 OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT Standing-height benches Typical tasks that require a standing-height bench include sorting mail, collating documents, and binding and receiving incoming goods. Drafting workstations may be required for tasks involving drawing or preparing artwork. In some cases, standing-height benches or drafting workstations are used by staff whose capacity to sit for prolonged periods is limited (see Figure 4.9). Ideally, standing-height benches should be adjustable to accommodate the height differences of the range of people using them. In general, a standing-height bench needs to be between 850mm and 950mm from the floor, but this will depend on the type of task performed. The tasks performed should determine the amount of space required on the bench top. Generally, the length ranges from 1.2 metres up to 3 or 4 metres long. The depth generally ranges upwards from 600mm depending on the tasks to be performed. Benches are less suitable for seated work, where a desk should be used. Benches usually have limited or no space for the knees, causing a twisted posture. High chairs can be unstable and do not enable a person to place their feet comfortably on the floor or a footrest. Some high desks provide a continuous foot platform to allow for foot support and movement at the workstation. Sloped work surfaces Some desk designs incorporate a sloped surface section. Otherwise an angle or sloped board enables the angle of a work surface to be adjusted. It is usually placed on top of a desk and used to raise the height and angle of documents so that the neck is in a more upright posture while reading and writing for prolonged periods (see Figure 4.10). Eye strain can be decreased by positioning the document at a right-angle to the line of vision. The angle board needs to be adjustable and large enough to support several documents. General features of desk design A good desk should have: • rounded corners with no sharp edges; • good access for legs with no obstacles under the desk to cause discomfort and possible injury (see Figure 4.11); • a flat, smooth surface for ease of writing, of a neutral colour with a nonreflective finish; and • adjustability to fit most users (AS/NZS 4442 Office Desks – 1997 recommends a range of adjustment for seated tasks of at least 150mm, from 610mm to 760mm in height, easily adjustable from the seated position). Tips and hints • When selecting desks and other workstation equipment and furniture, consider: – tasks to be performed; – type of equipment and materials to be used; – adjustability; and – number of different users. • Where possible, split desk designs should be avoided as these limit the options for placing equipment and can cause secondary hazards if the user’s legs strike the adjustment mechanism. • The space under the desk should be free of obstacles to enable safe and comfortable location and movement of the legs. • Where possible, arrange trials of a variety of desks from suppliers. This allows you to select desks suitable for the variety of tasks performed at each workstation. • Consider modular workstations that permit flexibility in design and layout. 38 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Figure 4.8 Incorrect standing-height bench Figure 4.9 Correct standing-height bench Figure 4.10 Angle board OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT DATA INPUT DEVICES – KEYBOARDS, THE MOUSE AND OTHER POINTING DEVICES Manually operated input devices Of the wide range of input devices used with computers, the ones most commonly used are the keyboard and the mouse. The way in which these devices are used needs to be carefully considered, as repetitive use over an extended period can lead to discomfort and injury. Keyboards Use of keyboards in offices varies according to the task. Generally, the more a keyboard is used, the higher the risk of discomfort. This does not mean that people should not use a keyboard extensively in their work. However, job design (including variation in tasks and ability to take breaks from repetitive keying) and adjustable equipment and furniture are important considerations for people who use computers for extensive periods of time. Health and safety issues also need to be considered for notebook and laptop computers, and small keyboards such as palm types (see also page 42 – Notebook and laptop computers). To reduce keyboard work, voice recognition and handwriting recognition software can be appropriate for some users. Placement of the keyboard The keyboard should be aligned with the computer screen (or document holder if it is the major viewing surface) and directly in front of the user so that there is no need to twist or rotate to use it. It should also be placed near the front edge of the desk to reduce the distance required to reach it. Reference documents should be placed between the keyboard and the screen or directly alongside the screen. They should not be placed between the keyboard and the front of the desk because this places the keyboard too far away from the user and contributes to poor posture. Keyboard adjustment Where possible, the feet at the rear of the keyboard should be maintained in a lowered position to minimise the height and angle of the keyboard and reduce unnecessary loading of the shoulder and wrist muscles. There should be sufficient space on the desk so that the keyboard can be easily moved away to create room for another task when it is not in use. Split keyboards Split keyboards are split in half and angled to enable the joints of the upper limbs to adopt a neutral posture while keying. Keyboards of this type are available commercially but their use is currently not extensive. Separate numeric pads As many users do not use numeric pads attached to keyboards, providing a keyboard without a numeric pad can reduce the keyboard width and allow the mouse to be operated closer to the user. The mouse The mouse can come in a variety of shapes and sizes, with features such as a scrolling wheel. The key criteria for the use of a mouse should include: • placement of the user’s hand and upper limb in as neutral a posture as possible during use; • support of the weight of the arm by the desk and not by the user; • keeping the wrist flat during use; • allowing fingers to rest on the push buttons between actions; and • ensuring mouse design fits the size of the user’s hand. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 39 800mm min 450mm min 610mm to 760mm 600mm min Figure 4.11 Knee clearance dimensions for office desks (from WorkSafe Checklist for Ergonomic Design of Office Desks) Figure 4.12 Keyboard placement in front of the operator Figure 4.13 Neutral position while using a mouse OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT Use of a mouse It is good practice to learn to use a mouse with each hand and periodically change between the hands to reduce or prevent discomfort through prolonged use. Many people are reluctant to try to share the use of the mouse between hands, but if practised the skill to alternate between hands is often developed. Preventing discomfort when using a mouse Sustained hand postures during use of the mouse can be reduced by greater utilisation of keyboard shortcuts, changing hands and by moving the mouse towards the middle of the desk and pushing the keyboard back, if the task is primarily a mouse activity. If used, a mouse mat should be placed immediately beside the keyboard so that reach distance and the risk of discomfort is minimised. Ease of use and maintenance of the mouse If the cursor is difficult to control, cleaning the mouse ball and its contents with a suitable solvent (consult the manufacturer’s instructions) and cleaning the mouse pad may make it easier and quicker to use. The computer’s operating system can also be used to alter mouse settings, such as speed and acceleration. An optical mouse, which does not have a ball underneath, can be used. Alternative cursor controls Alternatives to the standard mouse are designed to change hand and arm postures and increase efficiency. They include a diverse group of operations, including rollers, pens, balls, pads and glide points. The main difference between a mouse and these devices is that the hand and arm remain stationary while the wrist is at an angle and the fingers or thumb stretch. For long periods of use this way may cause finger, thumb or wrist discomfort. Lifting the hand off the keys while operating the pointing devices is preferable. OTHER OFFICE EQUIPMENT Telephones People in offices use telephones to varying degrees. Telephones should be situated so that the user can perform simple tasks, such as taking notes, without the need to twist or support the telephone on the shoulder. A long enough cord is usually sufficient to allow flexible positioning of the telephone to suit the user. Headsets should be used where the person has to regularly perform tasks such as keying information or taking orders while using the telephone, or does dedicated telephone work, such as in a call centre. Use of a headset can assist in reducing the reach distance and the frequency of handling the receiver and eliminate awkward neck postures. When a headset is being purchased, the surrounding environment and the need for the user to attend to other signals should be considered when deciding on the design and number of ear pieces. A hands-free phone may be used for occasions such as a teleconference, but they are not suitable in an open office environment. Staplers Staplers are designed to be used on a bench. With occasional use they do not present a hazard. If thick documents are to be stapled, a stapler appropriate for the task should be used to reduce the need for high levels of force to perform the task. If a stapler is used repeatedly for a prolonged period of time, this may be fatiguing for some people, particularly if they perform the task while seated or the table or bench is at an unsuitable height, requiring them to elevate their shoulders. High usage of a stapler may also result in excessive compression forces to the palm of the hand. Electric staplers should be used where stapling is frequently required for prolonged periods. The design of an electric stapler should guard against fingers being injured during use and safe work procedures should be implemented. 40 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Figure 4.14 Thumbs stretched to reach a trackball or glide point OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT If use of the stapler is assessed as a risk, control options such as the use of alternative attachment devices (for example, binding, bulldog clips) or the provision of a larger manual stapler or an electric stapler should be considered. Staple removers For occasional removal of staples, a small pincer type of staple remover is commonly used in the office. Where this task is identified as a risk, such as highly repetitive staple removing, a lever operated device should be considered. Removing staples by hand should be avoided. To control the risks associated with staple removing, such as stabbing injuries, some large organisations now ask customers to return documents unstapled. Alternate binding mechanisms should also be considered. Letter openers The use of letter openers usually doesn’t present a problem in offices until the level of use increases beyond that used to process personal mail. The slim handle of a knife-like letter opener can be difficult to grasp. A larger handle enables a more solid grip. Repeated handling of mail and the forceful movement required to open mail can be avoided by the use of mechanical letter openers. Hole punches A range of hole punches are available – from small lever operated to large electric drill types – and their use should be matched to the thickness of the documents being processed. Longer lever arms enable thicker documents to be punched by a manual hole punch with less force required by the operator. Many photocopiers have a hole punching function. Because of the forceful nature of this work it is preferable to use hole punches at a standing-height bench (see Figure 4.9). Pens and writing implements Despite the major office tool being the keyboard, a wide range of writing tasks exist in the office. The standard ballpoint pen is suitable for infrequent general use, however, easy ink-flow pens usually require less force to grip and write. A thick grip pen or a triangular attachment to the pen can reduce the overall force required to grip the pen. Writing for long periods may result in hand or forearm soreness. If this occurs, these periods may need to be reduced or interspersed with other activities. Wrist or forearm rests Wrist or forearm rests are incorporated in some keyboard designs or provided to support the forearm during pauses in keying work. In practice, however, people often use the rest while typing, causing the fingers to reach to the keys rather than the whole arm generating that movement. This may cause strain of the muscles and tendons at the wrist. The use of a wrist rest also places the keyboard further away from the user, which can increase sustained load on the shoulders and cause discomfort or muscular strain. Wrist rests should not be required if a workstation has been adjusted to meet the needs of the user (refer to Appendix A). Document holders Reading source documents resting on the surface of the desk for prolonged periods may cause neck and shoulder strains through the adoption of poor posture. Document holders are designed to hold reference material so that they can be positioned according to the visual needs of the user. An example is shown in Figure 4.15. Upright movable document holders can be positioned next to the screen at the same height and visual distance from the user as the screen. A-frame or flat document holders can be positioned between the screen and keyboard to support multiple or bulky papers. A-frames need sufficient adjustment to raise, lower and angle documents to accommodate different screen heights. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 41 Figure 4.15 Document holder designs – A4 and A3 sizes are usually available OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT Monitor stands Screens may need to be raised above desk height to reduce postural strain to the user’s neck muscles. The top of the screen should generally be level with the user’s horizontal eye level and at a distance of approximately one full arm length when the operator is sitting in their usual position for keying (see Figure A.11). A variety of stands are available to raise screens above desk height. Fixed-height stands tend to be suitable for single user workstations where the height of the monitor suits the individual’s needs and the employee performs varied tasks, including keying, throughout the day. Adjustable height and movable stands can be used to meet the needs of a variety of users or to provide space for other tasks an individual may perform over the day. Notebook and laptop computers Laptop computers were designed for short-term or mobile use. The portable nature of the laptop and notebook results in them being used in a wide variety of situations and settings where there is limited capacity to adjust the desk. This can result in the work height being unsuitable. Lack of adjustability of the screen and keyboard can result in the arms being held too high or the neck bent to view the screen. If this position is adopted frequently or for long periods, discomfort may result. If the screen is tilted upwards to reduce the need to bend the neck to view the screen, reflections can be a problem with some screens. The adverse effects of working on a laptop computer may be prevented by: • docking the laptop or notebook into a desktop computer at an adjustable workstation; • connecting into existing computing equipment, such as the screen, keyboard and mouse; • transferring information from the notebook to the desktop computer for more extensive periods of work; • being aware of the importance of posture when using the notebook and frequently rotating between keying and other activities; and • becoming keyboard literate to avoid periods of time looking down at the keys, which can contribute to neck discomfort. The portable nature of these computers also means that they are frequently used where there is no suitable or adjustable workstation, for example, sitting the computer on the lap or on a kitchen table or using the computer in a cafe or motel. Prolonged use may contribute to discomfort. Carrying laptop computers may also contribute to back and neck problems. The introduction of laptop computers to school children from an early age, and in some cases for some hours use per day, may mean that problems with portable computers may affect employees even before they enter the workplace. Electronic diaries or personal data assistants These and other small electronic devices are normally used for short periods of time. Extended use of this type of keyboard is not recommended. Computer docking stations Docking stations enable use of portable computers in a variety of locations without the need to continually transfer information to a desktop computer once at the office. The advantage of docking stations is the capacity to easily connect the portable computer to other peripheral devices, such as the screen and conventional size keyboard. This can improve the posture, actions and overall comfort of the user. 42 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT Mobile phones Mobile phones are common for both office work and home use. Safety hazards, such as loss of concentration leading to accidents, arise when people try to perform additional activities at the same time as using a mobile phone, e.g. while driving. Noise in the office caused by ringing phones should be controlled by a policy of reducing volumes of phones in the workplace. There is some limited evidence on the risks from exposure to radiation sources and noise from mobile phones and it is recommended that mobile phone use is restricted and that phones are stored away from the body. Voice recognition Voice recognition transfers voice information to an electronic format. This technology has limited application at present, but if the voice becomes one of the major means of entering and controlling computer data, then reliance on the keyboard for input will be reduced. Software programs for OHS in the office There are a number of software products on the market aiming to improve safety in the office. For example, there are screen savers which prompt rest breaks or promote good working postures or exercises; programs for assessing or improving workstations; and various checklists and user surveys for assessing OHS in the office. A poorly designed program may interrupt work and raise the user’s annoyance levels. It is important to trial these in your own organisation before purchasing to ensure they will meet your needs. DIFFERENT TYPES OF OFFICE WORK Some office working environments may pose specific risks because of the type of work or the demands of work. Minimising risks in these environments depends on careful assessment of the effects on the people involved. Some examples are listed below. Customer-controlled or ‘call centre’ work Many office jobs are in telephone call centres, often requiring long periods of time to be spent in a fixed posture. Other OHS issues include hearing problems, what is known as acoustic shock, vocal problems and stress from irate or difficult customers. The design of call centre workstations and environments is the same in principle as for general office work, but special care must be taken with the design, provision and hygiene of essential equipment such as headsets. Easily adjustable furniture and equipment is important as employees have to move from workstation to workstation both within and between shifts. Given the constrained nature of the work, issues of job design must be carefully considered. These would include introducing some variety into the work, taking adequate breaks and ‘time out’ pauses for operators. See the Good Practice Guide to Occupational Health and Safety in Call Centres. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 43 OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT Home offices Home-based work is being used increasingly by many large organisations. In addition, many small businesses operate from the home, setting up an office in a section of the house to run the business. A home office may not have the technology available of a large office, for example, a scanner or a photocopier, and repetitive manual work may be increased. Where people work at home, lack of social contact may lead to boredom, lack of motivation and loss of involvement in the decision-making within the organisation. Balance between work at home and contact at work in a larger office setting should be considered. Some health and safety issues to consider when setting up a home office, include: • the suitability of the range and duration of activities for this environment; • the suitability of the design of the home office, including workplace layout, provision of furniture, equipment and separation from other areas of the home; • the environment, e.g. lighting and thermal comfort; • the selection, motivation and management of staff; • training in safe working procedures; and • involvement of the person in the planning and evaluation of work to provide them with control and feedback about their work and prevent isolation. Policies and procedures should be developed to cover the occupational health and safety issues of working at home, including job design, hours of work, breaks and task variation. Further information on the psychosocial aspects of work are discussed in Section 2. Environmental issues are discussed in Section 3. General information about office workstation design and equipment is discussed elsewhere in this section. Off-site administrative or audit work Intensive computer work can be required in circumstances such as reporting proceedings of conferences or corporate meetings, or during audits of organisations. These working environments may be poorly designed for the tasks with inappropriate furniture, lighting, noise and equipment. The work may be highly repetitive over a number of days. A policy should include provision by the host organisation of an appropriate workstation, equipment and environment or the employer should provide portable equipment, e.g. laptop stand, separate mouse and keyboard, and a trolley for equipment transport. Staff numbers should allow for regular breaks from intensive keyboard or mouse use or periods of high concentration. See Sections 2 and 3 and design issues in this section. Reception or counter areas There are many office jobs which involve interaction with customers or clients. Where work involves a variety of users and tasks, including administrative and computing activities, adjustability is required to accommodate staff. Wider bench surfaces may be required for the placement of delivery items and to improve staff security, but care should be taken to avoid the need for reception or customer service staff to have extended periods of reaching up and forward. Security features, such as screens or emergency buttons, may be required. The design of reception areas should reflect the type of work involved. Desks may need to be low to accommodate discussion and interviews, or high to separate staff from clients or customers. When the desk is high, thought needs to be given to whether staff need to be seated up high, possibly on a high adjustable chair with a footrest, or perhaps a false floor is required to raise the staff to the level of the customer (see Figure 4.1). The height should reflect the type of work and whether the worker is sitting, standing or both at the workstation. AS/NZS 4442 recommends the appropriate design of counter workstations. Work practices to allow variation in tasks and breaks from constrained posture and customer demands are important. 44 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Document holder Viewing distance Centre of screen 30° Figure 4.16 Location of a document holder and monitor at a workstation Figure 4.17 Shelving too high and deep Figure 4.18 Controlling risk of storage at height OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT STORAGE AND MOVING SYSTEMS Storage system design should focus on the nature of items to be stored and the capabilities and limitations of the people required to use the system. Shelving systems Users need to have clear access to shelving systems and the items stored on them. To achieve the required level of access, redesign or the provision of additional equipment will sometimes be required. For example, large shelving systems often have a top level of shelving that is above head height, or shelves may be too deep, requiring staff to bend and reach in. Redesign of the shelving and relocation of items between knuckle and shoulder height should be considered. If this is not practicable, some of the following controls should be considered: • a safe means of climbing up to the required level; and • an intermediate support point to enable lifting or lowering in stages as users step to higher levels. Climbing shelves to access higher shelves is an unsafe practice and is a risk that requires control. Options for control of this risk may include providing small platforms on rollers (as often found in libraries), small sets of step ladders, platform ladders and rolling ladders. Steps should be stable and platforms and hand rails are required where the work includes access to high storage (see Figure 4.18). If you have to climb to above 2 metres you must comply with the requirements of the Victorian Occupational Health and Safety (Falls Regulations) 2003. General principles of storage areas • Large or heavy items should be stored at easily accessible heights to minimise the demands of handling. Frequently handled items should be placed within easy reach. Items carried on a trolley should remain on the trolley while in storage. • Smaller, lightweight and infrequently handled items may be stored in the lower or higher areas of a storage system. • It should be easy to place items into the storage unit and take them out. • The storage system should accommodate the size and shape of the item being stored. For example, dividers will secure files stored in shelving and improve access to them. Documents or small publications may be stored in suspension files or folders, making them easier to handle. The desktop As a storage system, the layout of equipment and resources on a desk should be arranged so that they are within reach. Their proximity to the user should be prioritised according to the nature or the item and how it is used. Reach capacity The desktop can be broken up into three broad sectors according to the capacity of the seated individual to reach to each sector (see Figure 4.19). The optimum reach sector is where the hands operate for most of the time. Equipment is usually brought into and out of this area as different tasks are performed. For example, when a typing task is finished, the keyboard is moved to one side to make room for a writing activity, or the chair is moved to a different part of the desk so the hands can function close to the body. Frequently used items, such as the keyboard, mouse or telephone, should be used in the optimum reach sector. The maximum reach sector involves an area that extends beyond optimum reach where, using the shoulder and arm, the user can reach with comfort. This sector should be where the hands retrieve and deposit equipment and materials on an intermittent basis. Reference manuals are an example of what can be kept in the maximum forward reach zone, but not in a high reach zone, where excessive force may be required to lift them down. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 45 Optimum reach sector Maximum reach sector Outer reach sector Figure 4.19 Reach sectors on a desk Figure 4.20 Filing cabinet may be unstable when fully loaded and the top two drawers are open OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT The outer reach sector involves extended reach where bending forward and even rising from the chair gains extra distance to reach an item. This area is usually only suitable for occasional reaches. Where possible, layout should be reorganised to bring frequently used objects and nearby objects closer to the user. Alternatively, work can be relocated altogether to another desk or bench for better access. Locating rarely used items out of reach, requiring the user to get up from the chair, may encourage changes of posture. In/out trays These trays can usually be placed in the maximum reach zone and stacked on top of one another or placed side by side. Placing the trays closer to the operator helps improve posture and movements by limiting the need for extreme reaching. Drawers Mobile drawer units provide greater flexibility in the layout of a workstation to provide adequate space for the user’s legs. Drawers need to be within comfortable reach and easy to use by moving the chair directly in front of them. Under desk drawers should not be used for the storage of heavy objects. Filing cabinets Some common problems and solutions with the use of filing cabinets include: • tightly packed files – may contribute to muscle soreness and holding awkward postures. Clear labelling and periodic review of the contents can help overcome overcrowding. Other means of storage include arch files. Offsite storage can be used to reduce overcrowding; • access to lower drawers – users should use their legs to squat or alternatively adopt a kneeling posture in preference to bending; and • where a cabinet is not level, the drawers may be difficult to open or close or even remain in an open position when not in use. This can be hazardous. Small packing pieces can help to level the cabinet. Use a spirit level to make sure the filing cabinet is level. Instability of a cabinet when more than one drawer is open at once can result in the whole cabinet falling onto the user. Prevention measures may involve attaching the filing cabinet to the wall or floor or purchasing filing cabinets which allow only one drawer to be open at a time (see Figure 4.20). The computer Computers are another form of storage system within the office and are the main means of generating and manipulating reference information. Their use as a storage base may lead to a reduction in physical storage requirements in offices, as well as improved efficiency in finding, reading and obtaining data. Backing-up of data is an essential component of effective information storage, so that in the event of a problem or equipment failure, the information is not lost or corrupted. Compactus or mobile storage The compactus is a very efficient way to use storage space. There are several issues associated with the use of this equipment. Opening and closing the compactus The size and placement of winding mechanisms or handles to open or close a compactus should not present a trapping hazard for hands. They are often designed to be used by one hand. Placing a second hand on the unit to help exert additional pushing or pulling force can result in it being caught in between the units. The compactus should not require significant force to operate the handle. Proper installation and regular maintenance of the unit should ensure ease of operation. For large sets of frequently used compactuses electric controls remove the need to exert force to open and shut the compactus. 46 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT General hazards With a large compactus it may be possible for a person to become trapped between the shelves while it is being operated by others. Also, the raised platform or rails can create a tripping hazard as the individual moves into and out of the units. Consideration needs to be given to the operating and lock-out procedures, adequate lighting, signage and flooring. Lockers Often lockers are used to store valuable equipment or materials. The location of each item in a locker should be decided according to the size and weight of the item and the frequency of its use. Photocopying and printing paper Boxes of paper are often stacked on the floor in offices. They should be placed in a dedicated storage area close to the printer or photocopier. The size and weight of boxes may create a risk of injury from manual handling. Many suppliers now provide paper in boxes of 5 or 6 reams rather than 8 to 10 reams. This has reduced the risks from manual handling by reducing the weight and size of each box so that they can be handled closer to the body. Appropriate strategies to reduce risks from manual handling should be developed, e.g. raising the lower storage height above the ground to minimise bending; avoiding the handling of full boxes by removing individual reams from the box one at time; or ordering smaller quantities of paper on a more frequent basis so that they can be stored on shelving with clear access. Using a trolley to handle stored materials The use of a trolley to carry materials to and from a central storage area may be required to minimise the demands of this task. This should not just apply to large or heavy items but also to smaller items like files. When choosing a trolley an assessment should be made of the workplace requirements. These include the type of floor surface and what size and type of wheel is required, whether the trolley should be adjustable to allow for materials to be slid directly from the trolley to a shelf, how accessible the trolley is to get items into and out of, and whether there are large quantities of material to be shifted, requiring some form of motorised trolley. Items such as photocopy paper can be stored on a trolley close to the photocopier. This minimises storage at ground level and as the trolley can be used for delivery double handling is minimised. A waist height trolley can be placed in the delivery area so that couriers can place items directly on the trolley. The trolley can then be used to transport the items to the required area. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 47 OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT CHECKLIST – OFFICE LAYOUT, WORKSTATIONS AND EQUIPMENT Is the design of the office suitable for the functions and tasks required, including: • Personal and shared space and walkways? • Floor surfaces? • Partitions? • Storage space? Are the workstations designed to reduce risks from awkward postures and movements, including: • Chairs? • Desks and benches? • Data input devices (keyboard, mouse)? Are the risks from use of other equipment controlled as far as practicable, including: • Telephones/mobiles? • Laptops and electronic diaries? • Peripheral equipment (such as forearm rests, document holders, staplers, etc)? • Software packages? Are the risks from specific types of work controlled as far as practicable, including: • Call centre work (repetition, noise, voice use, fatigue and shift work)? • Reception or counter work (such as awkward postures and movements, constrained postures, threats to security)? • Home offices (unsuitable environment, workstation design and space, isolation)? Is storage designed to control risks from slips and trips and manual handling, including: • Shelving and filing (inadequate space, too high or low, in walkways)? • Inadequate desk space, lack of mobile trolleys? 48 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 49 5 WORKING WITH COMPUTERS Working with computers involves health and safety issues directly related to sitting in front of screens, which have potential physical, visual and psychological impacts on human beings. Good design of the computer, the environment, furniture and work practices will minimise the possible negative outcomes of computer use. The following section discusses health and safety issues relating to computer usage. Screen type Conventional computer systems have used cathode ray tube (CRT) technology for the display. Thin film transistor (TFT) liquid crystal displays (LCDs) have become an increasingly popular technology. LCDs offer many advantages over CRTs, including: • faster search times for text and reduced errors; • greater postural variety during computer work; • freedom from flicker and geometric image distortions at the screen edges; • uniform screen brightness and substantially less glare; • thinner and lighter displays which require a narrower work surface at the same screen to eye distance and are easier to reposition; • considerably less energy use and heat emission; • better screen privacy because they cannot be clearly viewed from acute side angles; and • no VLF/ELF electromagnetic radiation emissions associated with the scanning electron beam required for a CRT. WORKING WITH COMPUTERS Eye strain Reading without adequate light or reading small print over long periods of time can sometimes cause eye strain. It is generally believed that visual fatigue does not contribute to long-term deterioration of the ability to see, although eye strain can cause eye irritation, watering and reddening of the eye lids or blurred vision. Some computer operators may suffer headaches associated with eye strain, particularly if the head and neck muscles are held in a static position. However, these complaints are also described by people performing other close visual tasks. Looking away from the computer to a far spot, walking away from the screen and giving the eyes some exercise, such as blinking, can decrease the effects of long periods of concentrating on a screen. A dry air conditioned environment can contribute to eye discomfort. People with pre-existing visual defects may be more likely to suffer eye strain from using screens than those with properly corrected vision. Current research does not indicate evidence of screen use causing cataracts or other permanent eye problems. Eyesight testing The purpose of eye tests for computer users is to identify and correct pre-existing visual defects that may cause discomfort as a result of the visual concentration needed for many screen-based tasks. Some organisations have an agreement for vision testing for all computer users and others may provide a subsidy for prescription glasses. See Comcare Australia’s Fact Sheet No 8 – September 1995 Visually Demanding Tasks and Guidelines for Eyesight Testing and Optical Correction for Visually Demanding Tasks. Spectacle use and computers Many middle-aged workers suffer difficulty with close work, known as presbyopia, and require spectacles for correction. Bifocals are designed to correct vision when looking down through the lower portion of the lens for close work. This may be suitable for reading a document, however, when reading information on a screen, computer users are generally looking horizontally over the section of the lens designed to correct their vision. Many users lean forward and tilt their chins up to look through the lower part of the lens. This unnatural posture is unsatisfactory and can result in neck discomfort. In these circumstances, spectacles with full corrective or multifocal lenses should be used and working documents located between the screen and keyboard or alongside the screen to ensure the same focal distances for both. This reduces the likelihood of the operator adopting unnatural neck postures. Computer users concerned about their vision or spectacles should seek advice from their medical specialist. 50 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE WORKING WITH COMPUTERS HEALTH EFFECTS Epilepsy Approximately 0.5% of the population has epilepsy. Up to 3% of them (that is, 0.015% of the total population) may be sensitive to flickering lights or certain patterns. Children are more likely to be affected than adults in this way. The screen refresh frequency of CRT screens and of fluorescent lights is generally higher than the flicker frequency associated with this condition, so instances of this issue in offices are generally rare. LCDs should not affect epilepsy sufferers as they do not flicker. If a person with epilepsy is starting a job involving office work, consideration should be given to the many factors that may aggravate this condition. If there is concern regarding flickering of a screen or lighting, a medical specialist should be consulted. Radiation and computer screens Computer screens based on CRT technology are designed to emit visible radiation (light) with a brightness that is adjustable by the operator. In creating the display, small amounts of other types of electromagnetic radiation (EMR) are also generated at extremely low frequencies, including radio waves, infrared (heat), ultraviolet and X-rays. Other sources of EMR in general life include electric blankets, hair driers and other electrical appliances used daily. LCD screens only emit visual radiation. Possible health effects of radiation include: Eye problems – short-term visual discomfort may occur, but research so far does not indicate evidence of any permanent eye problems. Skin disorders – ultraviolet radiation emissions from CRTs are extremely low and are not considered likely to cause skin disorders. Cancer – although concerns have been raised that radiation from computers can cause cancer, research has failed to establish any causal link. Adverse pregnancy outcomes There have been allegations of reproductive problems associated with working with computers. Reliable epidemiological studies conclude that the incidence of adverse pregnancy outcomes among computer operators is not significantly different from women who do not work with computers, so there is no firm evidence to support these allegations. Generally, exposure levels of computer operators to any radiation emissions are no different to those of other people in the community, since CRTs emit such low levels and LCDs do not emit radiation. There is currently no evidence of risk to either male or female reproductive systems. However, some organisations have a policy of allowing pregnant women to minimise exposure to monitors during their pregnancy. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 51 WORKING WITH COMPUTERS Prevention of radiation emissions There are no Australian Standards or limits set for radiation exposure. The socalled ‘Swedish limits’ for computers, designed for measurement and testing of physical emissions, are sometimes used as voluntary recommendations to encourage manufacturers to produce monitors with extremely low emissions. Studies have so far shown only very low to insignificant levels of various radiation emissions. So-called radiation filters for screens are unnecessary and may degrade the screen image. The best protection operators have from electric field emissions is the screen. It is therefore best that operators are located in front of the screen. The emission of electromagnetic radiation is mainly from the back of the unit and the cabling rather than from the screen. Although this level is low, it is prudent to further minimise any potential risk by ensuring that cables are housed and shielded where possible and personnel are not located closer to the sides or rear of any computer monitor than to the screen of their own unit. Organisations should continue to review information as it becomes available. Users who remain concerned about the small emission of radiation from conventional screens may prefer to use LCDs. Laptop users should be advised against the long-term use of the computer on their lap because of possible thermal effects. In summary, there are claims that the low radiation emissions from CRT screens cause adverse health effects in operators. These claims are not supported by scientific research findings or reliable epidemiological studies at this time. On current evidence, the emissions are considered to pose minimal risk to the health and safety of computer operators. Guidelines for computer users Guidelines and policies exist aimed at reducing musculoskeletal disorders (previously referred to as OOS or RSI (see Section 2)), and improving the content of work and the work environment. Some of these are incorporated in legislation regarding manual handling, others are developed by employer and employee associations for specific types of work, e.g. call centres. Several Australian Standards refer to the design of furniture, equipment and environments for office work. Where relevant, aspects of these guidelines have been incorporated into this guide and have been listed in the reference material for the section (see Appendix D). 52 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE CHECKLIST– WORKING WITH COMPUTERS • Is the furniture, equipment and environment designed to minimise risks from working with computers (lighting, workstation design, keyboard/mouse design)? • Do the computer, screen type and position and cables minimise exposure to any radiation sources? • Are employees provided with information about visual demands and radiation sources from screen-based work? • Are employees informed about or given access to eyesight testing and prescription of relevant visual assistance for computer viewing where needed? WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 53 6 GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE This section provides information on some specific health and safety issues in offices, as well as hazards associated with office equipment, substances and housekeeping. SPECIFIC HEALTH AND SAFETY ISSUES Specific policies can be developed and implemented for many workplace health and safety issues, including: • smoking in the workplace; • management of blood-borne diseases; • drugs and alcohol; • injuries and first aid at work; • fire and bomb threat emergencies; • personal assault, harassment and bullying; and • early intervention and occupational rehabilitation. These policies and procedures should be developed to meet the potential issues in the particular workplace, not developed reactively following an incident. Smoking in the workplace Environmental tobacco smoke is an airborne contaminant. Passive smoking may constitute a risk to health. Employers have a duty under the Act to provide and maintain so far as is reasonably practicable a working environment that is safe and without risk to health. Smoking is not permitted in Victorian workplaces. To maintain a smoke-free workplace, a policy and a plan should be in place. Some organisations provide education programs and assistance for those wishing to quit smoking. GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE Transmissible diseases A policy for minimising the risk of transmission of blood-borne diseases such as hepatitis B and C and HIV will assist employers and employees to manage the issues associated with the prevention and management of these hazards. Most people in offices are not exposed to the risk of transmission of hepatitis, HIV or AIDS from work although this risk is increased in health and human service organisations. Increased risk may occur if the office worker is exposed to infected blood, body tissues or fluids. An example of this is during first aid procedures. A policy on blood-borne diseases should provide guidelines for dealing with situations where there is an increased risk of transmission. Specific issues regarding freedom from discrimination and the confidential treatment of employees with infections need to be incorporated within the policy. Guidance can be found in the National Code of Practice for the Control of Work Related Exposure to Hepatitis and HIV (blood-borne) Viruses (NOHSC: 2003). Drugs and alcohol Alcohol and drugs can interfere with a person’s performance at work. The effects of drugs and alcohol in the workplace include deterioration in productivity, quality of work, motivation and working relationships. A policy on the management of drugs and alcohol in the workplace can help ensure the health and safety of employees, minimise the cost of absences and prevent productivity problems, improve working relationships and provide assistance to employees when required. Injuries in the office and first aid Musculoskeletal disorders, cuts and bruises are the most common injuries occurring in the offices. Legislation requires employers to provide adequate facilities for the welfare of employees in the workplace. This usually includes appropriate first aid facilities and suitably trained persons. Policies and procedures for first aid in offices should ensure the implementation of an effective approach to the management of injuries. The WorkSafe publication First Aid in the Workplace (Code of Practice No. 18 1995) provides guidance for establishing procedures for dealing with minor injuries and illness at work. Figure 6.1 outlines the assessment of first aid provision needs for an organisation. Early intervention and occupational rehabilitation The emphasis of workplace-based early intervention and rehabilitation is to maintain injured employees at work or return them to appropriate work in a timely and cost-efficient manner. This requires workplace procedures and the designation of responsibilities. Advice should be sought from the appropriate workers’ compensation authority or insurer. A policy for early intervention and occupational rehabilitation should integrate with relevant occupational health and safety prevention policies and procedures to ensure that the risks associated with workplace injury are managed effectively. Refer to NOHSC’s Guidance Note for Best Practice Rehabilitation Management of Occupational Injuries and Disease (NOHSC: 3021 (1995)). Emergencies in the office Generally, office emergencies are rare. However, an essential part of occupational health and safety is to be prepared for events such as fire, bomb threat and personal assault emergencies in case they occur. Some issues to consider during policy development include emergency evacuation procedures for staff and the public and arrangements with emergency services. Appointing, training and equipping floor wardens as coordinators between staff and these agencies can be a central step to handling emergencies well. Emergency evacuations should be practised at regular intervals to ensure procedures are known by all employees. 54 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE Figure 6.1 A process for assessing first aid facilities and training in the workplace (First Aid in the Workplace Code of Practice No. 18 1995). STEP 1 Identify potential causes of work and illness • Will a walk-through survey assist? • Has accident, incident and injury data been reviewed? • Has consultation occurred? • Is specialist or external assistance required? STEP 2 Assess the risk of work injuries and illness occurring • Is the nature of hazards of the work known? • Has information on MSDSs and product labels been checked? • Have factors in clause 4.2 of First Aid in the Workplace (Code of Practice No. 18 1995) been taken into acount? First aiders and training • How many first aiders are needed? • What are the required first aid competencies? • What training is needed? First aid kits • How many kits are needed? • Where should they be located? • Are kits identifiable? • Who is responsible for maintenance? First aid rooms • Who has responsibility for control of the room? • Have factors in clause 4.2 of First Aid in the Workplace (Code of Practice No. 18 1995) been considered? STEP 4 Periodic review of assessment STEP 3 What facilities and training are required to meet the assessed needs? WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 55 GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE EMERGENCY MANAGEMENT Security and emergencies Every office has potential security and emergency situations, such as fire, bomb threats or forced entry or hold-ups. The risks from emergencies or security breakdowns will vary considerably depending on the size and layout of the office, the industry involved and the type of information and valuables which may be on the premises. No matter how small, every office or workplace should have a fire protection system in place. This may range from a simple plan of exit and provision of fire extinguishers to a system of elected and trained fire wardens, a central controller and immediate communication to fire services. In addition, every employee should be aware of the hazards which may contribute to a fire, be aware of and have practised an emergency exit from the workplace at regular intervals. Secure entrance to buildings and identification of employees is necessary for multi-storey and large offices, particularly where there is potential for client threat or violence or theft. Provision of duress alarms for staff facing the public and design of entrance areas to discourage client access are part of the prevention of breaches to security. In areas of particular threat security staff may be required to monitor entrances and vet visitors. Wherever there is a possibility of threat of weapons or bombs, a documented telephone procedure should be available to all staff to guide them in responding to threats and getting information to identify the person making the threat. Emergency clearing of the building or area may be required and staff should be aware of the procedures for exiting the workplace, for example in the case of a fire. For a complex working environment a consultant in emergency management may be required to set up systems to minimise risks from physical or psychological damage in emergencies. Managing violence and trauma It is important that your office has a response plan for client aggression incidents if there is a likelihood of these occurring. Issues of prevention of risks from occupational violence are discussed in Section 2. Following serious emergencies, trauma counselling may be required for exposed staff. Arrangements for this service should also be a part of a well developed emergency response plan. Relevant publications for each of these health and safety issues can be found in Appendix D. 56 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE COPYING AND SIMILAR EQUIPMENT Copying and printing machines are commonplace in offices. They include photocopiers, facsimile machines and laser printers. Despite their widespread use, these machines pose little risk to employees’ health and safety under normal circumstances provided a few basic principles are followed. Potential hazards Heat and light are produced during use of these machines. Some equipment may also result in the release of particles and gases into the environment. Awareness of these potential hazards and adherence to some simple principles and risk control measures will virtually eliminate any risk to health and safety from such equipment. Purchase of well-designed equipment will also assist in achieving this. Common issues Exposure to light from the photocopier The lamp used in photocopiers produces a fairly intense light. This can affect what you can see for a short time, rather like a camera flash does. During normal operation, however, the thick glass plate between the lamp and the operator screens out any harmful light (such as ultraviolet rays). Nevertheless, continuous exposure to the bright light can lead to eye discomfort, even though damage is unlikely to occur. Ventilation for multiple machines Often photocopiers, fax machines and printers are kept in one room. Adequate ventilation will ensure atmospheric contaminants do not build up to levels that may pose a risk to the health of employees around these machines. Normally, the door should be left open to assist air flow. If noise is a concern or the door is closed for other reasons, the effect on ventilation should be assessed and appropriate modifications made. Toner dust The extremely low levels of impurities in toners are believed not to warrant concern for long-term health effects. Toner dust can enter the atmosphere during toner replacement or disposal of waste. If inhaled, the dust may irritate causing coughing and sneezing. A copy of the Material Safety Data Sheet (MSDS) from the manufacturer of the toner will provide the health and safety information needed to identify and assess the hazards. It will also provide handling and storage information. Ozone Some photocopiers produce ozone, however, the concentration of ozone around copying equipment is insufficient to cause known adverse health effects. Physical factors Possible discomfort from the light, heat and noise generated by copying equipment should be considered. Although exposure to the bright photocopier light has not been shown to cause eye damage, discomfort to operators or persons working in the vicinity is possible and should be prevented. It can also be distracting. Unless ventilation is inadequate, heat from standard office copying equipment will have little effect on the office environment. Hot machine components, however, can pose a hazard to employees opening equipment to clear paper jams. Office equipment should not produce hazardous noise levels but can cause annoyance and distraction to employees working in the vicinity. If noise from equipment is a concern, see Section 3. Consideration should also be given to the physical comfort of employees operating copying equipment and possible risk of musculoskeletal injuries from repetitive sorting and collating with less efficient equipment. See Section 2 for more information. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 57 GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE Tips and recommendations The following recommendations are designed to help safeguard the health and safety of employees working with copying and similar office equipment. 1. When purchasing new equipment: • choose machines that recycle toner, use sealed toner cartridges and waste containers, filter exhaust air, and have automatic cut-off when the waste container is full or when the machine is opened; • purchase toner with specifications indicating minimal risks to health and safety; • consider the noise emission and where the machine is to be located; • equipment should have no exposed moving parts posing risk during normal operation; and • design must not allow contact with live electrical contacts for operators clearing paper jams. 2. Locate equipment in a well-ventilated area. Seek a location with the least disruption to surrounding employees. Machinery should not obstruct aisles or building exits. Ensure adequate space around the machine for operation and access for maintenance. 3. Install equipment in accordance with the manufacturer’s specifications. Obtain appropriate operating diagrams, instruction manuals and MSDS and locate them near the equipment. 4. Specify personnel to carry out routine operations such as clearing paper jams and changing toner containers. Provide specific training to these employees and general appropriate training to all users of the equipment. 5. Procedures for safe use of the machine, together with the name of the person nominated as responsible for the machine, should be clearly displayed. 6. All copying and like machines should be regularly maintained to the manufacturer’s specifications by authorised service personnel and a register kept of maintenance, repairs and replacements. 7. Consider the height and positioning of equipment and work surfaces to avoid operators sustaining awkward postures. 8. Always avoid looking directly at the light from photocopiers. Try and locate the equipment where it affects as few people as possible. The document cover should be closed wherever possible when photocopying. 9. Exercise appropriate safety precautions when clearing paper misfeeds. Beware of hot components and follow the manufacturer’s instructions. 10. While spilled toner may not be hazardous, gloves should be readily available. Dispose of waste toner as recommended by the manufacturer. 11. Continuous photocopying and collating should be avoided. Schedule duties appropriately or allow for adequate breaks from such tasks. 12. Consider features such as automatic stapling, hole punching, collating and double sided printing to eliminate these manual tasks. HAZARDOUS SUBSTANCES Some of the substances used in offices may be hazardous, however, these generally pose little risk under normal circumstances and conditions of use within the office environment. Examples of such substances include cleaning fluids, liquid paper, glues, inks, solvents and cleaning agents. An up-to-date MSDS should be held for each substance used at the workplace (see Figure 24). Material Safety Data Sheets can be obtained from the supplier of the product. Guidance on what should be included in a good MSDS may be found in WorkSafe Australia’s National Code of Practice for the Preparation of Material Safety Data Sheets 2nd edition (2003). After doing a survey of materials being used in the office and obtaining MSDSs from the suppliers, copies of these should be assembled at one or more accessible points as a register. For example, they could be kept in a ring binder in the tea room or photocopier room. An assessment of exposure should be conducted for each hazardous substance used in the office. 58 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Figure 6.2 Obtain information about hazardous substances GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE HOUSEKEEPING ISSUES IN THE OFFICE It is easy to overlook housekeeping in a busy office environment. Good housekeeping practices protect people from a variety of possible injuries and illnesses, including injuries from manual handling, electrical and tripping hazards and infections. Good housekeeping also provides a pleasant and clean workplace – and a safe one! Housekeeping extends beyond a consistent approach to office tidiness. Storage facilities Storage facilities need to be maintained and reviewed periodically to ensure that they are functioning safely and are being used to their best advantage. They should be easily accessible to relevant staff and organised so that handling risk is minimised. The storage of cleaning products is also important. Each product should be stored in an appropriate container and clearly labelled with the product name. It is easy to forget that common cleaning products can also be harmful chemical substances if an accident occurs. Waste paper The collection, disposal and recycling of waste paper should be planned and maintained to minimise disruption and hazards in the office. The location and use of paper shredding machines should take into account the noise they generate and the mess from spillage when they are emptied. The placement of paper into a shredder can be hazardous if items of clothing such as ties become trapped. Shredders with an angled entry chute should be used. Food hygiene Ensuring that food hygiene is maintained is important. Harmful bacteria can be transmitted through poorly cleaned eating utensils and unwashed dishcloths. Old food in the work fridge is not only smelly, it can introduce bacteria into the main food storage area. Develop a system for checking that unwanted food is thrown away at the end of the working week, and that adequate washing up facilities or a dishwasher are available. Electrical safety Electrical extension cords on floors can be trip hazards. They are also easily damaged by trolleys and chair castors, and can then become an electrical hazard. The use of electric radiators in the confines of office workstations can be hazardous. Alternative appliances may be used on a temporary basis while the climate control in the office is under review, repair or maintenance, but these should be of a closed variety with no potential for causing a fire hazard. Overloading power boards and using unauthorised or modified plugs can lead to electrocution or fire. Frayed power cords also increase the risk of these hazards. A qualified electrician should be engaged to provide additional outlets if many power boards are used and to test and tag electrical equipment at appropriate intervals. Slips, trips and falls Slip and trip hazards are a major source of office accidents and injuries. Slips often occur when a person walks on a slippery floor. This can be avoided by the prompt clean-up of spilled materials. Trips often result from obstructions and uneven surfaces and can usually be avoided by ensuring that floor surfaces are clear and even. Falls are likely if chairs or shelves are used as steps to reach upper storage levels. Falls can also occur on poorly designed or badly lit stairwells or worn stair edges. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 59 Figure 6.3 Electrical and trip hazards Figure 6.4 Slips, trips and falls GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE Common problems Inadequate storage facilities Storage facilities in most offices often reach their capacity. A system to review items held in storage is required. Old telephone books and redundant files can take up valuable space unless someone takes responsibility to dispose of them. Broken equipment should be repaired or replaced rapidly and not allowed to accumulate in valuable storage space. A labelling system can assist the management of storage. Off-site storage can be used as an alternative. Aisles clogged with cartons and trolleys Equipment and documents often move in and out of the office faster than people can deal with them. This can make the process of storing them awkward. It can be useful to set aside an area for items like cartons waiting to be packed or unpacked. This avoids the use of aisles and passages as a temporary storage space. Overuse of electrical extension cords As electrical equipment needs increase, it can be tempting to use extension cords to operate them. This can create problems as floors become cluttered with cables, which can trip unwary staff members. Electrical cords or cables should not be allowed to lie on floors because they are vulnerable to water and physical damage. More power points should be installed in the office and cords and cables properly housed along walls or within partitions. If extension cables are used, they should be linked to power boards with built-in safety fuses and switches for each outlet. Cords and cables can be temporarily taped onto door frames and pillars to get them off the floor, but permanent power points should be installed as soon as practicable. Identifying hazards and assessing risks Identifying hazards is in the best interests of all staff. Since housekeeping covers a wide range of office activities and products, monitoring housekeeping can be a complex task. Checklists can help staff to be systematic in their approach to identifying hazards. A sample checklist can be found in Appendix A. Staff reports on housekeeping problems are also a valuable source of information about areas needing attention and should be assessed regularly. Surveys of staff opinions and ideas can be useful for keeping information about the current housekeeping system and can be helpful in reviews. Investigations of occupational health and safety incidents or accidents should consider whether housekeeping was a contributing factor. Developing, implementing and evaluating solutions for risks and hazards It is better to develop regular practices for housekeeping than to assume that a large, irregular clean-up will protect your health and safety. Housekeeping is a problem best approached as a small regular task. Relocating offices and moving furniture and equipment Relocation of office spaces can lead to OHS problems associated with manual handling of furniture and equipment. Often a poorly organised process can result in staff undertaking unusual and inappropiate handling tasks, such as lifting, carrying, pushing and pulling. Relocation requires a systems approach to the moving process. The following approaches are recommended: • a move coordinator is appointed to organise a systematic, sequential process of relocation with allocated staff roles; • a consultation process is undertaken with employees and Health and Safety Representatives to get staff input and ensure a cooperative effort; • a hazard audit is performed to identify OHS issues in the move and allocate suitable control measures; • the need for relevant moving personnel and/or equipment such as trolleys, ladders, boxes and protective equipment is assessed and organised; 60 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE • staff are informed what manual handling they are not to undertake; • adequate notice is given to staff regarding timing of removal and delivery of furniture to allow staff to plan and organise ahead; and • staff are given guidance on preparing for the move, assessing risky handling situations, using relevant equipment, keeping access areas clear for moving of trolleys and equipment, asking for assistance from the coordinator or moving team, employing safe techniques and not lifting and carrying excessive or awkward loads. Comcare’s Are You Relocating or Closing an Office? (1998) has a comprehensive checklist for moving offices. CHECKLIST – GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE • Are there policies in place to prevent smoking in the workplace? • Is there a policy where necessary regarding drugs and alcohol in the workplace? • Are the risks from copying equipment (such as light exposure, inhalation of fumes, heat) controlled as far as practicable? • Are there documented procedures and regular practices for emergency management (such as fire, bomb threats)? • Is there a system in place to manage the outcomes of traumatic events or violence in the workplace (such as a hold up, physical attack)? • Is there adequate first aid equipment and trained first aiders? • Is there a process of early intervention and rehabilitation following an injury? • Has exposure to any hazardous substance been assessed? • Are Material Safety Data Sheets provided in an accessible place for all hazardous substances? • Is appropriate, lockable and marked storage available to prevent risks from hazardous substances or equipment? • Are electrical cables undamaged and regularly tested and tagged? • Are there appropriate closed systems of paper disposal? • Are cleaning procedures adequate to manage risks from biological hazards (such as food, toilets)? • Are floor surfaces kept clear, no worn areas and cleaned regularly to prevent slips and trips? • Is appropriate equipment available for accessing high shelving (such as ladders with platforms, stools with friction brakes) to prevent falls? • Is a risk assessment made when furniture or offices must be moved and are the risks from manual handling controlled as far as possible? WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 61 APPENDIX A: SETTING UP YOUR WORKSTATION Despite the availability and supply of adjustable workstation furniture and equipment, employees usually do not use these very well. The following checklist is a step-by-step approach designed to be used when employees are located at a new workstation or whenever their tasks change. When setting up the position of this furniture and equipment it is important to try new positions to find the most comfortable arrangement for yourself. Give yourself a chance to get used to any changes, as it may take several hours or even days to determine the best position. Remember, it may take a few tries to get the best arrangement, but it is worth the effort – and if a change doesn’t work, you can always reset it. Chair When adjusting your chair please refer to any instructions that are provided with the chair or have someone show you how to adjust it and use the controls. If there is no one available to assist you, work through this checklist with another person and observe each other’s postures and body positions. Also, remember to try and avoid sitting for long periods of time. Some form of break from sitting every 20 – 30 minutes is helpful. Even getting up for 20 to 30 seconds to go to a printer or standing while talking on the telephone will provide some relief. Seat Height – adjust chair height so feet are comfortably flat on the floor, thighs are approximately horizontal and the lower legs approximately vertical. Low heeled shoes will improve comfort of the legs with the chair at this height. See Figure A.1. Tilt (if available) – set to horizontal or slightly forward to suit your comfort. Back support Height – start by raising the backrest to its maximum height. Then sit in the chair and check the fit of the backrest to the curve of the lower back. If it’s not comfortable, lower the height by several centimetres and try this position. See Figure A.2. Repeat this adjustment and try each new position until the most comfortable fit is found. Ensure that the backrest supports the curve of your lower back and is not placed too low. Forward/backward position – adjust the position of the backrest until a comfortable pressure is exerted on the lower back area while seated in the usual working posture at the desk. See Figure A.2. 62 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE APPENDICES A. Setting up your workstation B. Exercises for office workers C. Office safety checklist D. References and advice – where to obtain them A.1 A.2 APPENDIX A SETTING UP YOUR WORKSTATION The backrest position should not feel as though it pushes you out of the seat or that you have to lean back too far to reach it. There should be a two-finger clearance between the front of the chair and the back of the knee. Trial a number of different positions until the best fit is achieved. A slight backward tilt is a preferred position as the force on the lower back is reduced. However, some people prefer to sit upright. You can vary this angle to provide changes in posture from time to time. Armrests Armrests are usually not recommended unless they are short, fit under the desk or are adjustable. However, if your chair has armrests make sure that they do not prevent you from getting as close to the desk as you require (see Figure A.3) or that they impinge on your elbows while you are working. If this is the case, either remove them by unscrewing them, or replace them with a smaller or adjustable option. See Figure A.4. Desk If you have a height-adjustable desk Having first adjusted your chair to suit your body size, adjust the desk so the top surface is just below elbow height. See Figure A.5. To determine your elbow height, relax your shoulders and bend your elbows to about 90 degrees and check the elbow height against the desk height. See Figure A.6. If you don’t have a height-adjustable desk If the chair has been adjusted and the desk is higher or lower than the elbow, other forms of adjustment will be required. Start by measuring the height difference between the desk and your elbow. If the desk is too high Raise the chair by the measured difference and use a footrest. Set the footrest platform so that it is the same as the measured difference. See Figure A.7. OR Lower the desk by cutting the legs down by the measured difference. See Figure A.6. If the desk is too low Raise the height of the desk by extending the leg length or sitting it on wooden blocks or something similar. Remember to ensure that any such changes are secure and stable. Clearance under the desk General items, like computer hard disk drives, boxes of documents or files, rubbish bins and mobile drawers should not be stored under desks where they will decrease or interfere with the space required for the legs. This may force you to adopt a twisted or awkward posture of the spine. See Figures A.8 and A.9. Drawers Most commonly used items should be placed in the top desk drawer to improve access and reduce reaching and bending movements. Where drawers are fitted to the desk, equipment such as the keyboard and computer screen should be arranged on the desk so that you can sit comfortably in the leg-well space. WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 63 A.3 A.4 A.5 A.6 APPENDIX A SETTING UP YOUR WORKSTATION General storage on the desk In/out-trays Place trays at the outer reach sector (see Figure A.10). In-trays should not be located above shoulder level. Stationery A variety of containers are available for mixed stationery items. These should also be stored at the outer reach sector (see Figure A.10) or in the top desk drawer. Reference books and folders Large or heavy references such as telephone directories and manuals should either be stored within close reach or in a nearby position where you need to stand to access them. Handling of these items should not be conducted at the limit of your reach capacity while sitting, as this can result in undue strain on the back, shoulder and arm muscles. Keyboard Angle Tilt the keyboard using the feet at the back to suit your level of comfort. The common and preferred setting is where the feet are lowered so the keyboard sits flat on the desk. This assists in preventing awkward postures of the wrists. Position on the desk Place the keyboard as close to the front edge of the desk as is comfortable (see Figure A.7). Do not place documents between the keyboard and the front edge of the desk while using the keyboard as this increases the reach distance to the keyboard and may result in excessive bending of the neck to look at the documents. Ensure that there is room to put the keyboard to one side when it is not in use. Mouse Place the mouse mat directly beside the end of the keyboard on your preferred side. Use the mouse in this position and always aim to keep the mouse on the mat during use. If you frequently use the mouse in your work you may wish to: • learn to use it with both hands so that you can swap between the right and left sides for improved comfort; • set the tracking speed of the mouse to a setting that suits you; • maintain your mouse to keep it in good working order (for example, keeping it clean inside); and • where possible, try and avoid holding on to the mouse when not in use. 64 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE A.7 A.8 A.9 Outer reach sector Maximum reach sector Optimum reach sector A.10 APPENDIX A SETTING UP YOUR WORKSTATION Computer screen The screen should be positioned once the chair and desk heights have been established. Height The screen should be positioned so that the top of the screen is level with, or slightly lower than, your eyes when you are sitting upright (see Figure A.11). If the screen does not have a raising device such as a monitor stand, you may be able to use telephones books to raise the screen height on a temporary basis. Distance from the eye First place the screen so that it is approximately an arm’s length away from your usual seated position (see Figure A.11). Trial this position and if necessary move it further away or closer as required. Positioning the screen The screen should be placed so that it does not face windows, catching reflections from the windows, or have a window directly behind it causing glare from the window (see Figure A.15 and A.16). Document holder The position of the document holder depends on your need to view and reach the documents and the type of document holder that is used. For continuous or frequent data entry where the source document is observed more than, or the same amount as, the screen: • place the screen slightly to one side so that the document holder is directly in front of the user (see Figure A.12); OR • place the document holder in a similar position to the screen where it is slightly to one side and you look evenly between the two (see Figure A.13). An A-frame style book rest that sits on top of the desk is the most practical and can be set at different angles (see Figure A.14). It is usually best placed so that it supports documents on an inclined angle between the keyboard and the screen (see Figure A.12). For further information, see Section 4. A lever or swivel arm document holder suspends the document above the desk at eye level. Anchor it to the desk on either the left or right or the screen, according to your preference, and place it directly beside the screen. See Section 4 for further information regarding document holders. Telephone The telephone should be placed either within or at the limit of the optimum reach sector, depending on the amount of use (see Figure A.10). The placement should enable the user to operate the telephone without the need to move their trunk to grasp the handset or to operate the numeric and function buttons. When making a lot of calls, it may be best to place the telephone on the same side as the dominant hand so that this hand can comfortably operate the numeric and function buttons. When mostly receiving calls, it may be more comfortable to place it on the non-dominant side. Learn and utilise the functions of your phone, such as redial and the storage of commonly used phone numbers, to improve the efficiency of its use. Also, where the phone is used very often or for prolonged periods, a headset should be used. Angled reading and writing surface An angled board can improve neck comfort where a job involves a lot of reading and handwriting. It should be placed immediately in front of the user on top of the desk (see Figures A.17 and 4.10). WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 65 A.11 A.12 A.13 A.14 A.16 Screen position with undesirable reflections APPENDIX A SETTING UP YOUR WORKSTATION A.15 Placement of screen to reduce reflections 66 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE CHECKLIST Setting up your workstation Chair Is the chair adjusted to fit you? Check that the: • Backrest height and back tilt are adjusted to fit the curve of the user’s back and allow a slightly reclined posture. • Seat height and angle are adjusted so that user can sit with their feet flat on the floor, hips between 90 degrees and 120 degrees. • An adjustable-height footrest is supplied if you need one. Have you been shown how to adjust the chair to correctly support the body? Desk/bench Has the desk height been adjusted so the surface is set just below your elbow height? If the desk is not adjustable, is the surface set just below your elbow height (e.g. chair raised slightly, foot rest supplied)? APPENDIX A SETTING UP YOUR WORKSTATION WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 67 A.17 CHECKLIST CONTINUED Desk/bench Is the desk large enough to fit the task requirements of the job? Is the desk deep enough to allow the computer screen to be approximately at arm’s length away from you? Is there adequate space under the desk to allow comfortable forward facing posture and ability to get in and out of the workstation? Are the desk corners and under desk space rounded, smooth and free of sharp edges (e.g. no keyboard, shelves under desk)? Are items such as disk drives, files, rubbish bins and desk drawers stored so that they do not interfere with available space under the desk? Are frequently used items on the desk stored within easy reach (e.g. keyboard, telephone)? Are large or heavy items stored within close reach and not above shoulder height, or nearby where you have to stand to access them? Is there a sloped desk surface or angle board for reading and writing tasks if required? For a standing desk, is the desk adjustable so the surface can be set just below the user’s elbow height? Computer Is the keyboard close to the front edge of the desk allowing space for the wrists/forearms to rest on the desk surface (about 12 – 15cm)? Are the keyboard feet adjusted to position the keyboard as flat as possible on the desk? Have you been trained in touch typing to avoid the need to look down at the keys? Is the mouse or pointer positioned as close to the keyboard as possible? Have you been trained to operate the mouse as close as possible to the midline and not to hold the mouse when not in use? Has the screen been positioned at approximately arm’s length from your seated position? Has the screen been positioned so you can look straight ahead and slightly down at the screen (top of screen level with or below eye level when the user is sitting upright)? Has the screen been positioned directly in front of the user (or close this position if document holder or second screen required)? Is there a document holder either beside the screen or between the screen and keyboard if required? Is the screen positioned to avoid reflections or glare from windows or lights (e.g. not facing or backing onto windows)? Telephone Is the telephone placed within the close reach sector on the side which is comfortable to use with other tasks and equipment? If there is considerable telephone work, is there a headset provided? Is the headset appropriate for the task (one or both ears) and comfortable to wear? Is the workstation appropriately positioned or partitioned to prevent interference noise? APPENDIX B: EXERCISES FOR OFFICE WORKERS Stop, get up and move Getting up and walking around is the best exercise you can get to provide a break from sitting, concentrating and using the muscles of the arms and hands. About every 20 to 30 minutes is a guide to how often it is helpful to move around. Even getting up for 20 to 30 seconds to pick up papers from the photocopier or get some water is a way to change your posture and give muscles a chance to recover. S-t-r-e-t-c-h and check! Stretching exercises help to relax muscles which have been working and move those which have been in a fixed position. If possible, stand up to do your stretches. While you are exercising, read the notes alongside each instruction and consider whether your workstation is adjusted to suit you. Refer to Section 2 for information on job design. • Do a few of these exercises a few times every day. • Dots show the muscles that you are exercising. • Make sure you relax and perform them gently. • Hold the stretch or repeat as indicated on the diagram. • Do not over-stretch. • Stop if you feel discomfort when performing an action. • Remember to do each side. Neck Neck stretch Keeping your chin tucked in, gently lower ear to shoulder and hold for 10 seconds on either side. Repeat several times. See Figure B.1. Head turns Turn head slowly to look over left shoulder. Turn head the other way. Repeat several times. See Figure B.2. Chin tucks Raise the head to straighten the neck. Tuck the chin in and upwards creating a double chin. This also results in a forward tilt of the head. Repeat several times. See Figure B.3. Check neck posture • Position the top of your screen at eye level. • Use a document holder directly beside or below the screen – it saves you looking down. B.1 Neck stretch APPENDIX B EXERCISES FOR OFFICE WORKERS 68 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE B.2 Head turns B.3 Chin tucks APPENDIX B EXERCISES FOR OFFICE WORKERS WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 69 Shoulders Shoulder rolls Circle shoulders forward several times, then backwards. Repeat 3 to 5 times. See Figure B.4. Check shoulder posture • Relax your shoulders and rest your hands on your lap. Bend your elbows to no more than 90 degrees and check the height of your finger tips against your current work height. If the work (keyboard or desk) is higher than your hands you may be hunching your shoulders unnecessarily. If so, try and raise your chair height or lower your desk height and try and relax your shoulders while working. Wrists, hands and arms Wrist and elbow stretch Interlace fingers, palms outward, and straighten arms in front. Hold for 10 seconds and repeat several times. See Figure B.5. Wrist stretch Straighten your arm in front and bend your wrist forward, gently assist the stretch with your other hand. Hold for 10 seconds then stretch your wrist back and hold for 10 seconds. Repeat with other arm. See Figure B.6. Check hand and wrist posture • While keying, keep your wrist straight while your fingers are suspended over the keyboard. • Keep elbows at keyboard level. This may mean adjusting the desk or chair height. • Don’t rest your wrists on the desk or keyboard while keying. Keep hands suspended. • Rest on the desk between periods of keying. B.4 Shoulder rolls B.5 Wrist and elbow stretch B.6 Wrist stretch Upper and lower back Upper and lower back stretch Interlace fingers and turn palms upwards above head; straighten arms then slowly lean slightly from side to side. Repeat movement several times. See Figure B.7. Back arching Stand up. Support your lower back with hands and gently arch back and hold for 5 to 10 seconds. Repeat as often as is needed. See Figure B.8. Pectoral stretch Raise both arms to shoulder height and bend elbows. Pull both elbows back slowly to bring shoulder blades towards each other. Repeat several times. See Figure B.9. Check back support • Sit well back in your chair – if your feet need support, use a footrest. • Adjust the backrest on your chair to support your lower back. B.7 Upper and lower back stretch APPENDIX B EXERCISES FOR OFFICE WORKERS 70 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE B.8 Back arching B.9 Pectoral stretch APPENDIX B EXERCISES FOR OFFICE WORKERS WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 71 Legs Foot pump Stand up, holding the chair for balance if necessary, and alternately raise heels and toes. Repeat 10 times. See Figure B.10. Check leg comfort • If the seat of your chair is digging into the backs of your thighs check that it is not too high or whether it is tilted backwards. • If the seat is too high, lower the chair and desk or use a foot rest to support your feet. • Also check the tilt of the seat and, if necessary, adjust it to a horizontal position. Eyes Eye exercise Sit up straight, face forward and repeat this sequence several times without moving your head. Look up, then down. Look left, then right. See Figure B.11. Visual rest Look up and away from the screen. Focus on a distant object (more than 3 metres away). For example, look out of the window or at a picture on a far wall. Shift vision back to screen and refocus. See Figure B.12. Check eye comfort • Is there enough light falling on your documents? • Do windows or light fittings cause glare or reflection on the screen? If so, try turning the screen or blocking the path of the light. • Use a screen with a light background when working with text. Software with a light background for text is more comfortable for the eyes. B.10 Foot pump B.11 Eye exercise B.12 Visual rest APPENDIX C OFFICE SAFETY CHECKLIST 72 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Office: Location: Date: Work area management rep: H&S or deputy rep: Others (employees, consultants) Persons doing assessment: This Checklist is designed to help employers identify existing or potential health and safety issues and meet their legal responsibilities in relation to health and safety in offices. How to use this worksheet Follow the worksheet step by step and refer to the guidance provided after each issue on the worksheet to: • assess any occupational health and safety (OHS) issues associated with your office; and • implement solutions to OHS issues and control any risks to the health and safety of employees. Consult with the relevant Health and Safety Representatives (HSR) and where possible involve the employees who do the tasks when assessing the tasks and planning and introducing risk controls. Arrange for regular workplace inspections and pay particular attention to: Office layout Workstations Job design Workload and tasks Lighting Manual handling Noise Indoor air quality Radiation Storage, housekeeping, cleanliness and cleaning methods Floors and stairs Computers, copying and other equipment Hazardous substances Personal protective equipment Keep a copy for your records You should retain your risk assessment if it shows a risk to employees. Fix the problems and control any risks This worksheet provides general guidelines only. It is important to control any risk you find, so far as is reasonably practicable. APPENDIX C OFFICE SAFETY CHECKLIST WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 73 POSSIBLE SOLUTIONS • Intersperse highly repetitive tasks with other tasks requiring different movements and postures. • Intersperse tasks requiring static or fixed postures with other tasks requiring more dynamic postures. • Intersperse tasks requiring high levels of concentration with other less demanding tasks. • Training provided on how to vary tasks and postures throughout the day. • Supervisors ensure that employees vary their tasks and postures throughout the day. JOB DESIGN REFER PAGE 12 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Highly repetitive physical tasks (such as keying) performed for periods of 2 hours or more at a time without significant break. • Tasks requiring sitting or standing for periods of 2 hours or more at a time. • Tasks requiring high level of concentration for periods of 2 hours or more at a time. • Excessive workload leading to long hours or taking work home. • Employees having no or limited choice of when, how and how frequently they perform some tasks or this is determined by the equipment or machine they use or by their supervisor. • Employees not trained to or able to vary tasks and postures throughout the day. Highly repetitive tasks (such as keying) performed for periods of 2 hours or more at a time Tasks requiring constant sitting or standing for periods of 2 hours or more at a time Tasks requiring high level of concentration performed for periods of 2 hours or more at a time Individuals unable to participate in decisions about their work and choose when, how and how often they perform most of their tasks Employees not trained or allowed to vary tasks and postures throughout the day Individuals not given feedback regarding their work performance Long hours of work, taking work home Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION APPENDIX C OFFICE SAFETY CHECKLIST 74 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE SOCIAL AND PSYCHOSOCIAL ISSUES REFER PAGE 13 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Employees not given training to perform their work. • Lack of consultation on changes in the content, hours, location of the job. • Client-focused or emotionally demanding work without opportunity to discuss. • Bullying behaviours in the workplace. • Potential violence from customers or intruders. • Prolonged periods of night shifts or unsocial patterns. • Inconsistent management processes or discrimination. No or inadequate training for new employees Employees not consulted on changes to their work content, hours and location No support or feedback system of employees dealing with difficult or demanding customers Bullying (harassment, intimidation, exclusion, withholding information) occurs with some employees Employees are placed in potentially risky situations without adequate supports (handling cash, working alone or at night, working with potentially violent clients) Discrimination against particular individuals or groups of employees Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION POSSIBLE SOLUTIONS • Documented training for all new employees. • Consultation processes for employees, e.g. regular staff meetings and processes. • Policy and procedures on prevention and management of bullying, harassment and occupational violence. • Policy, procedures and communication devices for prevention and management of potentially violent situations. APPENDIX C OFFICE SAFETY CHECKLIST WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 75 POSSIBLE SOLUTIONS • Use powered mechanical aids to handle large, bulky or awkward items or if not reasonably practicable, use an ergonomically designed trolley. • Use lifts where possible for moving loads, or if not reasonably practicable, use ramps or use suitable trolleys on stairs. Loads should not be carried by hand on stairs. If this is not possible, ensure the load is small and light enough to carry in one hand to the side of the body. • Relocate frequently used items to within the preferred working zone. • Use powered office equipment such as staplers, hole punchers or binders to reduce the highforce actions sometimes required to operate manual equipment. • Design rest or work breaks into the tasks to allow for muscles that have been working to rest and recover. • Set up workstations to prevent awkward postures. • Move and stretch at regular intervals. MANUAL HANDLING REFER PAGE 12 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Lifting or carrying large, heavy or awkward office equipment, files or items. • Repeatedly lifting, carrying, pushing or pulling items for more than 30 minutes at a time or more than two hours in the day. • Storing often handled items below mid-thigh height or above shoulder height leading to risks from bending, twisting and reaching. • Pushing heavy trolleys on high resistance surfaces or steep ramps. • Tasks such as keying or hand stapling performed repetitively for more than 30 minutes at a time or more than two hours in the day. Large, awkward or heavy items handled manually Repetitive handling tasks over 30 minutes or for two hours over the day Handling items for a long duration Heavy trolleys used on resistant surface or ramps Repeatedly handling items outside preferred (mid-thigh to shoulder) working zone Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION APPENDIX C OFFICE SAFETY CHECKLIST 76 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE ENVIRONMENTAL FACTORS REFER PAGE 22 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Poorly lit work areas and walk ways; sudden changes in lighting levels occur between areas, i.e. between outdoors and a dimly lit stairwell, or between outdoors and loading bay; lighting that is badly directed; lighting throwing distracting shadows on steps, stairs, walking surfaces, etc; lighting that can make it difficult to see for the pedestrians or mobile equipment operators. • Employees not able to control incoming natural light; artificial lighting causing reflections from work surfaces or shadows over the task; not enough light for the tasks; employees report tired, sore or irritated eyes. • Difficult to hear a normal voice within a 1 metre distance; distracting or disruptive noises in the area; screens or partitions do not control noise. • Staff suffer from dry, irritated eyes at the end of the day; office is stuffy; staff find the temperature cold, hot or fluctuating. • Radiation emissions from old CRT monitors not tested within the last 12 months; staff located closer than 1 metre from a CRT monitor in any direction; no policies and procedures for the placement and size of CRT monitors; staff located near multiple electrical cords or computer cables; electrical and computer cables unhoused or entwined near staff. • Working in very cold or hot conditions. Insufficient lighting for task or security Employees not able to control natural light or glare Artificial lighting causing reflections from work surfaces or shadows over the task Uncorrected visual problems in persons required to undertake visually demanding tasks Noise loud enough to make it difficult to hear a normal voice at 1 metre distance Distracting or disruptive noises present that affect the employees in the area Temperature too hot, too cold or fluctuating and affects the employees in the area Air flow too high and affects the employees in the area Air flow too low and affects the employees in the area Inadequate ventilation for photocopiers and other equipment Persons constantly working in close proximity to radiation sources i.e. rear of CRT monitors, microwaves etc. Other environmental factors Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION APPENDIX C OFFICE SAFETY CHECKLIST WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 77 POSSIBLE SOLUTIONS • Use recommendations from AS1680.1 to choose appropriate lighting levels for tasks. • Install blinds, curtains or shutters on windows to control external light sources. • Improve office lighting by relocating or increasing lighting. • Improve office lighting by replacing defective light sources; cleaning light sources; increasing the wattage of the light source; replacing light source with a more suitable type or colour. • Provide graduated lighting between areas. • Provide eyesight testing for employees engaged in visually demanding tasks. • Direct lighting so that does it not throw distracting shadows on steps, stairs or other walking surfaces. • Isolate persons or control the noise of items of plant or equipment. • Increase the height, direction or sound absorbency screens or partitions to reduce distraction noise. • Adjust the air flow in the office or redirect the air flow. • Install extraction fans around photocopiers and other such equipment in frequent use. • Redesign layout so that persons are not required to work in close proximity to possible radiation sources for long periods of time. • Check that employees are not exposed to environmental factors that may affect their behaviour or performance, e.g. heat, cold, chemicals or electricity. APPENDIX C OFFICE SAFETY CHECKLIST 78 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE OFFICE LAYOUT REFER PAGE 32 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Insufficient space for the equipment and the operator. • Insufficient space for light, intermediate and busy foot traffic. • Insufficient circulation space around each workstation. • No separate area for photocopying. Inadequate space for tasks to be carried out Insufficient space for busy or intermediate foot traffic through an area Insufficient space for individual workstations No areas for tasks that require dedicated space, i.e. photocopying Inappropriate floor surfaces for the tasks (slippery, reflective, difficulties with pushing equipment) Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION POSSIBLE SOLUTIONS • Relocate equipment and workstations to provide adequate space for the tasks being performed. • Review the tasks being conducted and consider whether they need to be done in that office or in another location. • Space for busy foot traffic must comply with the requirements of the Building Code of Australia. • Ensure aisle widths of at least 1 metre in intermediate foot traffic areas. • Allocate areas for tasks that require dedicated space and install appropriate workstations for those tasks. APPENDIX C OFFICE SAFETY CHECKLIST WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 79 Seated workstations not designed for suitability for tasks done Reception or counter area desks not suitable for the tasks Standing workstations unsuitable for users General office workstation seating inadequate Receptionist chairs inadequate Keyboard operator chairs inadequate Meeting/board room chairs inadequate No headsets provided for frequent telephone work Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION POSSIBLE SOLUTIONS • Assess each workstation using workstation checklist in Appendix A. • Provide adjustable height sitting workstations. • Design reception or counter areas to reflect the work being done and the level of security necessary. • Provide adjustable height standing workstations. • Provide suitable adjustable seating to match the type of work and the floor surfaces, i.e. glides or braked castors on hard floor surfaces. WORKSTATIONS REFER PAGE 34 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Insufficient space at the workstation for documents to be spread out within easy reach; no easy access to equipment such as a telephone and keyboard; no height adjustability of work surfaces; workstations and equipment not set up to reduce awkward postures. • Standing workstations not suitable for all users; insufficient width and depth for the tasks being carried out; no provision for sitting at this workstation when short periods of continuous work are required. • Reception desks or counters too deep or high, inadequate work space or risk to security of staff. • Chairs unstable when sitting down or standing up; chairs not adjustable for different users; chairs damaged or uncomfortable. • No footrests provided for office workers who cannot rest their feet flat on the floor when their chair is adjusted to suit the desk height. • No suitable document holders available should user require one. • Staff not trained to adjust workstation and chair. • Frequent telephone tasks without headsets. APPENDIX C OFFICE SAFETY CHECKLIST 80 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE OFFICE EQUIPMENT AND TOOLS REFER PAGE 40 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Insufficient, unsuitable, unsafe or inadequate equipment and hand tools provided. • Sharp implements (such as pen knives and stapler removers) not housed or stored so as to minimise the risk of injury. No electric stapler for tasks that require frequent stapling No heavy duty stapler for stapling thick documents High frequency staple removal using hand pincer type tool Letter openers and other sharp tools exposed Frequent use of hand letter openers Use of high force to operate hole punch on thick documents Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION POSSIBLE SOLUTIONS • Provide access to electric stapler and heavy duty stapler. • Provide lever action staple remover for frequent staple removal. • Store sharp tools in a manner that does not expose persons to risk of being stabbed or cut. • Provide letter opening machines for bulk opening of letters. • Provide powered hole punch or a mechanical punch designed specifically for thick documents. APPENDIX C OFFICE SAFETY CHECKLIST WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 81 STORAGE REFER PAGE 45 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Insufficient storage space at each workstation. • Storage space not within easy reach (i.e. between shoulder and mid-thigh height). • Insufficient space around storage areas to enable easy and safe access. • Filing cabinets and cupboards unstable when open. Workstation storage inadequate for task Insufficient shelving storage Heavy items stored outside preferred working zone Inadequate general storage Unstable filing cabinets and cupboards when open Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION POSSIBLE SOLUTIONS • Provide additional storage close to workstations. • Relocate infrequently used items to off-site storage. • Provide additional shelf storage. • Relocate heavy items to shelving between knee and shoulder height. • Provide additional general storage areas. • Secure filing cabinets and cupboards to the wall or floor to prevent them falling over. • Provide filing cabinets fitted with locking devices to prevent opening of more than one drawer at a time. APPENDIX C OFFICE SAFETY CHECKLIST 82 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE COPYING EQUIPMENT REFER PAGE 57 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Copier lids not functioning to reduce exposure to intense light. • Copier not functioning quietly and as quickly as indicated in the specifications for the equipment. • Self-contained toner cartridges not supplied in a sealed state. • Safety procedures for use and maintenance not available or regularly reviewed. Copier not functioning correctly Printer not functioning correctly No safe use or maintenance procedures New toner cartridges not supplied in sealed state Used toner cartridges not stored in sealed state Material Safety Data Sheet (MSDS) on toners not readily available Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION POSSIBLE SOLUTIONS • Repair or replace equipment. • Prepare safe use and maintenance procedures. • Ensure supplier provides toner cartridges in sealed state. • Store used toner cartridges in sealed container. • Post copies of current toner MSDSs close to photocopiers. APPENDIX C OFFICE SAFETY CHECKLIST WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 83 HAZARDOUS SUBSTANCES REFER PAGE 58 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • No list of the likely hazardous substances. • Hazards have not been identified, assessed and controlled. • Noticeable fumes in the air. • Work processes that use or generate dust, smoke, fumes or gases. • Chemicals in the office known to be toxic, corrosive, inflammable or explosive. • No MSDS and written safe work procedures accessible. • Inadequate ventilation to remove odours and fumes. • No training provided to relevant staff. Chemicals, glues, paints and other hazardous substances used without safe work procedures Odours and fumes noticeable Processes that generate dust, smoke, fumes or gases Presence of chemicals or products known to be toxic, corrosive, inflammable or explosive Chemicals or products stored or used in areas without adequate ventilation No MSDS accessible near the chemicals Chemicals training inadequate Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION POSSIBLE SOLUTIONS • All hazardous substances in use identified, assessed and controlled with documented safe work procedures. • Eliminate or isolate processes that generate dust, smoke, fumes or gases. • Eliminate chemicals or products known to be toxic, corrosive, inflammable or explosive or substitute with less hazardous chemicals or products. • Ensure good ventilation of areas where chemicals and products are stored or used. • Provide chemical training to all staff required to use chemicals and products. APPENDIX C OFFICE SAFETY CHECKLIST 84 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE ELECTRICAL HAZARDS REFER PAGE 59 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Excessive numbers of power boards and extension cords. • Electrical leads not tested and tagged on all equipment in accordance with AS/NZS 3760: In-service safety inspection and testing of electrical equipment. • Appliances faulty or not in good order. Excessive numbers of power boards and extension cords No inspection and testing of portable electrical leads Faulty electrical appliances Damaged electrical leads in use Use of multiple plugs in one power point Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION POSSIBLE SOLUTIONS • Install sufficient fixed power points in area. • Ensure all portable electrical leads regularly tested in accordance with AS/NZS 3760: In-service safety inspection and testing of electrical equipment. • Remove all damaged electrical leads from service. • Replace multiple plugs with power board provided that there is sufficient capacity in the electrical circuit. APPENDIX C OFFICE SAFETY CHECKLIST WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 85 HOUSEKEEPING REFER PAGE 59 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Deep carpeted areas in high use trolley areas. • Wet surfaces near external doors where traffic and weather brings in rain; in kitchen areas, particularly around sinks, urns. • Wet/polish cleaning of floors during working hours. • Change of surfaces – carpeted office to polished timber office; sheet vinyl hallway to tiled kitchen; concrete car park to terrazzo office. • High heeled shoes worn on step or straight ladders or expanded mesh flooring. • Floor surfaces not properly maintained with damaged tiles, frayed carpet. • Floors of offices, passageways, corridors and stairways not kept clear. • Lifts, escalators, etc, not in good working order, e.g. differences in height of lift and floor; damage to escalator comb that may lead to a trip; damage to escalator handrail that may cause injury. • Sharp corners or edges of furniture and other fittings close to pedestrian traffic areas. Inappropriate floor surfaces Areas that may have wet surfaces Sudden changes in floor surfaces Inadequately maintained floor surfaces Poor housekeeping Inadequately maintained lifts or escalator Inappropriate footwear worn for the task Flight of stairs without hand rails Ramps that are too steep or with slippery surface Hand trolleys used on ramps without edge protection No system for removing and repairing damaged or faulty equipment Sharp corners of furniture and other fittings Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION APPENDIX C OFFICE SAFETY CHECKLIST 86 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE POSSIBLE SOLUTIONS • Use slip-resistant floor surface in areas where ice, grease or dust create a slipping hazard. Slip resistant door mats at entrances should be secured or large enough to remain in place. • Hazardous warning signs and procedures for the immediate management of spills. • Cleaning of floor surfaces outside working hours; or use an effective system to exclude personnel from floors that may be hazardous until dry after cleaning. • Floor surfaces must be chosen to ensure non-slip conditions when employees move from one floor surface to another; or treat floor surfaces to make the slip resistance of both surfaces similar. • Ensure suitable footwear is chosen and is worn when doing the task. • Ensure the slope of a ramp is no more than 1 in 8 and if people in wheelchairs may have to use the ramp, the maximum slope should be 1 in 12 as per AS1428. • Ramps should be made slip-resistant with foot grips or textured surface. • Regularly review and maintain uneven, damaged floor surfaces and external access areas. • Ensure aisles or passageways remain uncluttered at all times and keep work areas tidy. • Paint a bright strip (highlight) on nosing e.g. steps that are poorly defined visually. • Where doors open onto stairs a landing with sufficient space for the door to open fully without striking the employee should be provided. • Eliminate isolated low steps; or if not reasonably practicable, ensure isolated low steps are highlighted. • Develop a system so that faulty or damaged equipment is taken out of service and replaced or repaired. APPENDIX C OFFICE SAFETY CHECKLIST WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 87 POSSIBLE SOLUTIONS • Use a safety step to gain access to items at head or shoulder height. • Ensure appropriate ladder, steps or stairs are used to climb or descend levels. • Ensure stock, materials or displays are not stacked above shoulder height. • Ensure ladders and steps are stable or secured when in use. • Ensure ladders or steps are well maintained with non-slip feet and treads in good condition. • An item should not be carried while the employee is using a ladder. • Provide adequate length ladders for tasks (user’s waist should not be higher than the top rung of the ladder, i.e. top 3 rungs of a straight ladder and top 2 steps of a step ladder should not be used for the feet). • Ensure the tops of ladders are tied to a secure structure to prevent slipping or sliding. • A ladder should be long enough so that when it rests against the upper support, an employee’s waist is not higher than the top rung of the ladder or above the rung at which the side rails are resting against the upper support. So the top 3 rungs of a straight ladder or the top 2 steps of a step ladder should not be used for the feet. GENERAL HEALTH AND SAFETY ISSUES IN THE OFFICE REFER PAGE 59 OF OFFICEWISE Examples of issues which may affect health and safety, productivity and job satisfaction: • Stock, materials or displays stored or stacked to a height where ladders or steps are required to access them. • Chair used as ladder; Straight ladder used on smooth surfaces. • Step or straight ladder rather than platform ladder used to get items or to put away items into storage. • Reaching too far to either side; standing on the top rung of a ladder; ladder used on uneven floor surfaces; rung ladder used without being secured; rung ladder used at too shallow or too steep an angle. Storage of stock, materials or displays at height Unstable or inappropriate ladders/steps Unsafe ladder usage Comments (i.e. when and where it is happening) ISSUE TICK YES IF THIS ISSUE IS PRESENT YES RECOMMENDED SOLUTION PERSON RESPONSIBLE TO IMPLEMENT SOLUTION DATE FOR COMPLETION APPENDIX C OFFICE SAFETY CHECKLIST 88 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Where you identified a risk to health and safety in the office it must be eliminated or controlled as far as practicable. An action plan can assist you prioritise your control measures and ensure responsibility for the actions is documented and reviewed. SAMPLE DOCUMENT IMPLEMENTING RISK CONTROLS Location: Date prepared: Persons considering controls Work area management rep: Work area H&S rep: Others (employees, consultants) Timetable to fix problems Short-term (immediately to within a few weeks) Task Action required Person responsible Completion date Reviewed date Action completed Medium-term (within a few weeks to a couple of months) Task Action required Person responsible Completion date Reviewed date Action completed APPENDIX D REFERENCES AND ADVICE – WHERE TO OBTAIN THEM APPENDIX D: REFERENCES AND ADVICE – WHERE TO OBTAIN THEM This appendix is in three parts. The first lists general references, the second lists specific references for each section of the guide, and the third lists organisations that can help with further information. ACTS Victorian Occupational Health and Safety Act (2004) Occupational Health and Safety Act Summary (2005) Commonwealth employees Occupational Health and Safety (Commonwealth Employment) Amendment Act (2005) REGULATIONS Victorian Occupational Health and Safety (Manual Handling) Regulations (1999) Occupational Health and Safety (Noise Regulations) (2004) Occupational Health and Safety (Falls) Regulations (2003) CODES OF PRACTICE Relevant Victorian and Commonwealth Codes of Practice, Compliance Codes, guidelines, guidance notes and industry-based guides are listed by topic below. 1. Managing occupational health and safety in the office Victorian WorkCover Authority, Information for Employers, Occupational Health and Safety Act 2004, May 2004 Victorian WorkCover Authority, Information for Employees, Occupational Health and Safety Act 2004, May 2004 Victorian WorkCover Authority, Designing Safer Buildings and Structures: a Guide to Section 28 of the Occupational Health and Safety Act 2004 Comcare Australia, OHS Risk Management, incorporating: • Taking Control of Occupational Overuse Syndrome: A Pilot Prevention Program (1997) Comcare Australia, Are You Relocating or Closing an Office? (1998) National Occupational Health and Safety Commission, A Guidance Note for the Prevention of Occupational Overuse Syndrome in Keyboard Employment (NOHSC: 3005 (1996)) Standards Australia, AS 1885.1: Workplace Injury and Disease Recording (1990) Standards Australia, AS/NZS 4360: 2004 – Risk Management Standards Australia, AS/NZS 4801: 2001 – Occupational Health and Safety Management Systems – Specification with Guidance for Use Standards Australia, AS/NZS 4804: 2001 – Occupational Health and Safety Management Systems – General Guidelines on Principles, Systems and Supporting Techniques Victorian WorkCover Authority, Manual Handling Code of Practice (2000) Victorian WorkCover Authority, SafetyMAP: Auditing Occupational Health and Safety Management Systems, 4th edition (1997) Victorian WorkCover Authority, SafetyMAP Initial Self-Assessment User Guide 4th edition (2001) Contact: JAS-ANZ (Phone: (02) 6282 5840) or the VWA (Phone: (03) 9641 1508) WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 89 APPENDIX D REFERENCES AND ADVICE – WHERE TO OBTAIN THEM Victorian WorkCover Authority, Guidance Note on the Prevention of Bullying and Violence at work (2003) WorkSafe Australia, National Standard for Workplace Injury and Disease Recording (NOHSC: NS 002 (1990)) 2. Job design in office work Manual handling Comcare Australia, Manual Handling: Reducing Injuries (1995) National Occupational Health and Safety Commission, Core Training Elements for the National Standard for Manual Handling (1995) Victorian WorkCover Authority, Manual Handling Code of Practice (2000) WorkSafe Australia, Manual Handling National Standard (NOHSC: 1001 (1990)) Occupational overuse syndrome National Occupational Health and Safety Commission, Guidance Note for the Prevention of Occupational Overuse Syndrome in Keyboard Employment (NOHSC:3005 (1996)) WorkSafe Australia, National Code of Practice for the Prevention of Occupational Overuse Syndrome (NOHSC:2013 (1994)) Stress Comcare Australia, Working Well: An Organisational Approach to Preventing Psychological Injury (Publication 47 (2005)) Comcare Australia, Working Well: Steps to Prevent and Manage Psychological Injury – Easy Reference Guide (Publication 56 (2005)) 3. Designing a healthy and safe working environment Lighting and vision Comcare OHS Fact Sheet, Advice on Approved Code of Practice: interior lighting March 2004 Standards Australia, AS 1680.2.1: Interior Lighting: Circulation Spaces and Other General Areas (1993) Standards Australia, AS 1680.2.2: Interior Lighting: office and Screen-based Tasks (1994) Noise Comcare Australia, Managing Noise at Work (1995) Comcare Australia, Listen Today, Hear Tomorrow (1995) National Occupational Health and Safety Commission, Core Training Elements for the National Standard for Occupational Noise (1995) Standards Australia, AS 2822: Acoustics: Methods of Assessing and Producing Speech Privacy and Speech Intelligibility (1985) Standards Australia, AS 2107: Acoustics: Recommended Design Sound Levels and Reverberation Times for Building Interiors (2000) Victorian WorkCover Authority, Occupational Health and Safety (Noise) Regulations (2004) Victorian WorkCover Authority, Guide for Assessing and Fixing Noise Problems at Work (2005) National Code of Practice for Noise Management and Protection of Hearing at Work (NOHSC: 2009 (2004)) 90 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE APPENDIX D REFERENCES AND ADVICE – WHERE TO OBTAIN THEM Thermal comfort and air quality Comcare Australia, Approved Code of Practice on Indoor Air Quality, incorporating: • Standards Australia, AS/NZS 3666: Air Handling and Water Systems of Buildings: Microbial Control, Design, Installation and Commissioning (1995) • Standards Australia, AS/NZS 1668.2: The use of Ventilation and Air Conditioning in Buildings: Ventilation Design (2002) Comcare Australia, Air Conditioning and Thermal Comfort in Australian Public Service Offices: An Information Booklet for Health and Safety Representatives (1995) Department of Human Services, Building (Legionella) Act 2000 Department of Human Services, Health (Legionella) Regulations 2001 WorkSafe Australia, Office Copying Machines (1989) 4. Office layout, workstations and equipment Australian Industrial Relations Commission, Australian Public Service Home-based Work Interim Award (1994) Comcare Australia, Approved Code of Practice on Visual Display Units, incorporating: • Standards Australia, AS 3590.1: Screen-based Workstations: Visual Display Units (1990) • Standards Australia, AS 1680.2.2: Interior Lighting: Office and Screen-based Tasks (1994) Standards Australia, AS 3590.1: Screen-based Workstations: Visual Display Units (1990) Standards Australia, AS 3590.2: Screen-based Workstations: Workstation Furniture (1990) Standards Australia, AS 3590.3: Screen-based Workstations: Input Devices (1990) Standards Australia, AS/NZS 4438: Height-adjustable Swivel Chairs (1997) Standards Australia, AS/NZS 4442: Office Desks (1997) Standards Australia, AS/NZS 4443: Office Panel Systems: Workstations (1997) WorkSafe Australia, Ergonomic Principles and Checklists for the Selection of Office Furniture and Equipment (1991) WorkSafe, Fitness Ball not Suitable as a Chair (2005) Slip, trips and falls Occupational Health and Safety (Falls) Regulations 2003 Additional reading 5. Working with computers Comcare Australia, Guidelines for Eyesight Testing and Optical Correction for Visually Demanding Tasks (1994) WorkSafe Australia, Technical Report of the Study Group on Eyesight Testing of Users of Screen-based Equipment (NOHSC: 1004 (1992)) Radiation Australian Radiation Laboratory, Video Display Terminal Health Concerns and Radiation Emissions: Technical Report (ARL/TRO92) WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 91 APPENDIX D REFERENCES AND ADVICE – WHERE TO OBTAIN THEM 6. Managing general hazards in the office Smoking Public Service Commission, Guidelines on Official Conduct of Commonwealth Public Servants (1995), Chapter 18 Safety Concepts Pty Ltd, What Everyone Should Know About Smoking in the Workplace (1988) WorkSafe Australia, Guidance Note on Passive Smoking in the Workplace (NOHSC: 3019 (1994)) Transmissible diseases NOHSC, National Code of Practice for the Control of Work-related Exposure to Hepatitis and HIV (blood-borne) Viruses (NOHSC: (2003)) Drugs and alcohol Victorian WorkCover Authority, Alcohol in the Workplace – Developing a Workplace Alcohol Policy (2004) First aid Comcare Australia, Approved Code of Practice for First Aid in Commonwealth Workplaces (1999) Victorian WorkCover Authority, First Aid in the Workplace (Code of Practice No. 18 1995) Emergencies in the office Emergency Management Act 1986 (Victoria) Ministry for Police and Emergency Services (Victoria), State Disaster Response Plan (1992) Standards Australia, AS 3745: Emergency Control Organisations and Procedures for Buildings (1995) Standards Australia, AS 3504: Fire Blankets (1995) Standards Australia, AS 1851: Maintenance of Fire Protection Equipment (1995) Standards Australia, MP24: Use of Lifts in Emergencies (1989) Photocopiers South Australian Department of Labour, Photocopiers in Workplaces, Safeguard Series No GS31 (1990) Workers Health Centre (New South Wales), Photocopiers – Are They A Health Hazard? Fact Sheet No 8 (1990) WorkSafe Australia, Office Copying Machines (1989) Hazardous substances Comcare Australia, Approved Code of Practice on the Control of Hazardous Substances, incorporating: • WorkSafe Australia, Code of Practice for the Control of Workplace Hazardous Substances (NOHSC: 2007 (1994)) • WorkSafe Australia, Code of Practice for the Labelling of Workplace Substances (NOHSC: 2012 (1994)) • WorkSafe Australia, Code of Practice for the Preparation of Material Safety Data Sheets (NOHSC: 2011 (1994)) National Occupational Health and Safety Commission, Guidance Note: List of Designated Hazardous Substances (NOHSC: 1005 (1999)) Victorian WorkCover Authority, Occupational Health and Safety (Hazardous Substances) Regulations (1999) and Code of Practice (2000) WorkSafe Australia, Approved Criteria for Classifying Hazardous Substances (NOHSC: 1008 (1994)) WorkSafe Australia, Guidance Note for the Assessment of Health Risks Arising From the Use of Hazardous Substances in the Workplace (NOHSC: 3017 (1994)) 92 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE APPENDIX D REFERENCES AND ADVICE – WHERE TO OBTAIN THEM WorkSafe Australia, Exposure Standards for Atmospheric Contaminants in the Occupational Environment (NOHSC: 1003 (1995)) WorkSafe Australia, Guidance for Health Surveillance (NOHSC: 7039 (1995)) WorkSafe Australia, Guidance Note for the Control of Workplace Hazardous Substances in the Retail Sector (NOHSC: 3018 (1994)) Early intervention and occupational rehabilitation Comcare Australia, Working Well: Recognition, Resolution and Recovery: Early Intervention to Support Psychological Health and Wellbeing (Publication 46 (2005)) WorkSafe Australia, Guidance Note for Best Practice Rehabilitation Management of Occupational Injuries and Disease (NOHSC: 3021 (1995)) WHERE TO OBTAIN REFERENCES AND FURTHER ADVICE FROM EXPERTS Victorian WorkCover Authority The Victorian WorkCover Authority (through its operational arm WorkSafe Victoria) can provide further information and advice about issues to do with office health and safety. Further information is available through any WorkSafe Victoria office. Contact telephone numbers for WorkSafe Victoria offices are on the back cover. Unions and employer groups A number of trade unions, employer associations and trade and industry associations provide services in occupational health and safety. Consultants There are a range of consultants available who can advise on health and safety issues in offices. These include some occupational health and safety consultants, ergonomists, occupational hygienists, lighting and air conditioning consultants and office designers. • VWA has a data base of occupational health and safety consultants. • Ergonomists, occupational hygienists, lighting and air conditioning consultants, office furniture and equipment suppliers and designers are listed in the telephone directories. • Employer, trade and industry associations and trade unions may be able to advise on suitable consultants. It is important to choose a consultant who has the skills, knowledge and experience necessary to deal with your problems. For legislation, codes of practice, books, guidance notes and technical reports, contact the following organisations. Standards Australia 19–25 Raglan Street South Melbourne 3205 Postal address Locked Bag 802 South Melbourne Victoria 3205 Phone (03) 9693 3555 www.standards.org.au WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 93 APPENDIX D REFERENCES AND ADVICE – WHERE TO OBTAIN THEM Comcare Australia (Victorian State Branch) Level 2, 121 William Street Melbourne 3000 Postal address GPO Box 9905 Melbourne Victoria 3001 or Canberra ACT 2600 Phone: 1300 366 979 www.comcare.gov.au Government Info Shop 190 Queen Street Melbourne 3000 Phone: (03) 9670 4224, toll-free 132 447 ift.tt/2xyd9GR Information Victoria 356 Collins Street Melbourne 3000 Phone: 1300 366 356 ift.tt/2yqU8Fu Office of the Australian Safety and Compensation Council (formerly National Occupational Health and Safety Commission and WorkSafe Australia) 25 Constitution Avenue Canberra City ACT 2601 GPO Box 1577 Canberra 2601 Phone: (02) 6279 1000 www.nohsc.gov.au 94 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE 95 SUBJECT INDEX Acoustic shock 43 AFRDI Standards 36 Air flow 29, 30, 57 Air quality 30, 57 Diseases 10, 30 Airborne contaminants 30 Smoke 53 Ozone 30, 57 Air conditioning 30, 31 Air vents 30 Alcohol 10, 54 Angle boards 38, 65 Australian Standards 10 Bifocals 50 Bomb threat 54, 56 Building Block approach 32 Bullying 13, 15, 17, 18 Cable housing 37, 52 Cancer 51 Cataracts 50 Chairs 34, 35, 62, 63 Adjustable 34 Armrests 34, 36, 63 Backrests 34, 35, 36, 62 Castors 36 Executive 35 Glides 36 High 38 Kneeling 35 Office 34, 35, 36 Purchasing and trialling 36 Setting seat height 32, 62 Checklists 11, 21, 31, 48, 52, 61, 66, 72 Codes of Practice 9 Compactus 7, 46 Computer docking stations 42 Consultation 2, 4, 10, 11 Design 32 Desks 37, 38, 63 Freestanding height-adjustable 37 Freestanding fixed-height 37 Multi-task 37 Multi-user 37 Selection 37 Setting up 63 Split 37 See workstation design Document holders 41, 65 Draughts 30 Drawers 32, 46, 63 Drugs 18, 54 Electrical safety 59 Electronic diaries 42 Electromagnetic radiation 49, 51, 52 Emergencies 54 Employee Assistance Programs (EAP) 18 Epilepsy 51 Exercises 20, 68 Exits 19, 33, 56, 58 Eye 22, 23, 24 Damage 25 Exercises 71 Sight testing 50 Strain 25, 38, 50, 51 Fatigue 16, 19 Filing cabinets 32, 33, 45, 46 Fire 54, 56, 59 First aid 54, 55 Floor 32 Space – primary, secondary and tertiary 32 Surfaces 32 Food hygiene 59 Footrests 36, 63 Glide points 40 Guidance notes 9 Guidelines for computer users 52 Hazard 4, 5, 6, 7 Identification 5, 6, 8 Management 4, 7, 8 Mechanical 6, 7 Physical 6, 12 Psychosocial 13 Hazardous substances 58 Health and safety policy 10 Hierarchy of risk control 4, 5, 7 Home office 44 Housekeeping 59 Injuries 54 In trays 46, 64 Job design 12, 17, 18, 61 Physical factors 14, 17 Psychosocial factors 13 Keyboard 39, 64 Adjustment 39 Placement 39 Setting up 64 Split 37, 39 Skills 20 Laptop computers 42 Legislation 9 Occupational Health and Safety Act 9 Regulations 9 Codes of Practice 9 Compliance Codes 9 SUBJECT INDEX 96 WORKSAFE VICTORIA / OFFICEWISE – A GUIDE TO HEALTH & SAFETY IN THE OFFICE Light and lighting 22, 66 Contrast 24 Flickering 25 Glare 24, 66 Illuminance levels 23 Natural light 25 Quality 23 Reflections 24, 66 Shadows 24 Task lamps 24 Lockers 47 Manual handling 12, 47, 60, 61 Material Safety Data Sheets 58 Mobile phones 43 Monitor 24, 44, 52 Monitor stands 42, 65 Mouse 39, 40, 64 Muscle strain 12 Noise 26, 28 Disturbing 26, 27, 28 Double-glazed windows 28 Masking sound or white noise 28 Sound absorbent panels 28 Speech privacy 27 Preventing discomfort 40 Occupational Overuse Syndrome 12 Occupational rehabilitation 54 Occupational violence 15, 18, 56 Off-site work 44 Ozone 30, 57 Partitions 28, 33 Pens 41 Personal security 15, 56 Personal protective equipment 5, 7, 8 Photocopiers 57, 58 Posture 12, 20, 25, 62, 63, 64, 65, 68, 69, 70 Pregnancy 51 Radiation 51 Swedish limits 52 Reach capacity 45 Reach sectors 45, 64 Reception 33, 44 Recording injuries and incidents 6 Repetitive Strain Injury 12 Rest breaks 8, 20 Risk 2, 5 Assessment 5, 7 Control 5, 7, 8 Control evaluation 8 SafetyMAP 8 Screen filters 24, 49 Shift work 16 Sick Building Syndrome 30 Skin disorders 51 Slips, trips and falls 59 Smoking 53 Software 43 Storage 33, 45 Compactus 46 Desktop 45 Filing cabinets 32, 46 Shelving 45 Stress 13,17 Task variety 6, 20 Technical Reports and Guidance Notes 9 Telephones 40, 43 Hands-free 40 Teleconferencing 43 Thermal comfort 29 Draughts 30 Thermal gradients 30 Toner 57, 58 Training 7, 10 Trolleys 47, 60 Ventilation 30, 32, 57 Visual rest 71 Voice recognition technology 43 Walkways 33 Window 24, 30, 66, 71 Work adjustment periods 20 Workbench and workstation design 33, 34, 37, 38, 62 Adjustability 33, 34 Computer and administrative 34 Corner workstations 37 Drafting workstations 36 Flexibility 33 Multi-user 37 Reception 44 Setting up 62 Standing-height bench 38 WORKSAFE VICTORIA Advisory Service 222 Exhibition Street Melbourne 3000 GPO Box 4306 Melbourne, Victoria 3001 Phone . . . . . . . . . . . . . . 03 9641 1444 Toll-free . . . . . . . . . . . . . 1800 136 089 Email . . . . . [email protected] Head Office 222 Exhibition Street Melbourne 3000 Phone . . . . . . . . . . . . . . 03 9641 1555 Toll-free . . . . . . . . . . . . . 1800 136 089 Publications. . . . . . . . . . 03 9641 1444 Website . . ift.tt/2xARVbC Local Offices Ballarat . . . . . . . . . . . . . 03 5338 4444 Bendigo. . . . . . . . . . . . . 03 5443 8866 Dandenong . . . . . . . . . . 03 8792 9000 Geelong. . . . . . . . . . . . . 03 5226 1200 Melbourne (628 Bourke Street). . . . 03 9941 0558 Mildura . . . . . . . . . . . . . 03 5021 4001 Mulgrave . . . . . . . . . . . . 03 9565 9444 Preston . . . . . . . . . . . . . 03 9485 4555 Shepparton . . . . . . . . . . 03 5831 8260 Traralgon . . . . . . . . . . . . 03 5174 8900 Wangaratta . . . . . . . . . . 03 5721 8588 Warrnambool. . . . . . . . . 03 5564 3200 VWA023/02/12.05

Source: © AcademicWritersBay.com

>> CLICK HERE TO ORDER 100% ORIGINAL PAPERS FROM AcademicWritersBay.com <<<</strong>

The post networking appeared first on Academic Writers BAy.

#Get a 100% Non-Plagiarized Essay For As Low As 9 USD Per Page - 6 Hours Delivery Available - Good Gr

0 notes

freewhispersmaker · 7 years

Link

Appendix A

SERVICE SHEET

The Australian College of Information Technology

Appendix B

Parts Requisition Form

Technician: Company: Date of Order: / / Phone: Fax:

Part No.

Description of Components

No of Units.

Assignment

Top of Form

Business Organisation

The 4 divisions are:

Mining operations (800 staff) – This division is responsible for operating the mines

Exploration (70 staff) – This division explores and evaluates prospective new mine sites

Western Mining uses the Dell™ Vostro™ 220s for its desktop PC’s. Some of the executives also use laptops.

You are provided with the following reference material:

1.Guide to Health and Safety in the Office

2.Dell™ Vostro™ 220s reference and setup guide

3.SLA

4.Managing-Electrical-Risks

Question 1

Question text

What potential threats could arise as a result of having all the workstations permanently connected to the internet?

Question 2

Question text

Question 3

Question text

Question 4

Question text

Question 5

Question text

Question 6

Question text

Question 7

Question text

Question 8

Question text

Question 9

Question text

Question 10

Question text

Question 11

Question text

In the last 7 days Western Mining has replaced some old workstations with new Dell™ Vostro™ 3560 laptops. Are these currently covered under the SLA? Why or why not?

Question 12

Question text

You want to arrange the files on the hard drive so that they can be read faster by the system. What tool or utility could use to achieve this?

Question 13

Question text

Question 14

Question text

What tool or utility did you use?

What Malware was found?

Question 15

Question text

Question 16

Question text

Short Generic – FAIL

This is the first time you have seen this result since the workstation was installed 12 months ago. What does this tell you about the workstation?

Question 17

Question text

Question 18

Question text

Question 19

Question text

Question 20

Question text

Question 21

Question text

Create an organisational chart of key Western Mining personnel. (The chart must be submitted as a pdf.)

Question 22

Question text

What services does the Western Mining IT department provide?

Bottom of Form

>> CLICK HERE TO ORDER 100% ORIGINAL PAPERS FROM AcademicWritersBay.com <<<</strong>

The post networking appeared first on Academic Writers BAy.

0 notes