SECTION 7. OFFICE SAFETY

7.1 TRIPS AND FALLS

Falls are the most common source of disabling injury in the office environment. To minimize exposure:

- avoid thick carpeting; have frayed or loose carpeting repaired or replaced;

- have loose or broken floor tiles repaired;

- have tracked-in rain, spilled drinks, and other out-of-place liquids mopped up immediately;

- pick up dropped pencils, paper clips, rubber bands, and paper;

- keep cords from telephones, typewriters, computers, and other business office machines out of traffic areas and knee wells of desks;

- use appropriate ladders and step stools to reach high objects, not chairs or other items;

- close file and desk drawers immediately after completing a task;

- use the handrail when climbing and descending stairs;

- move quickly enough to be efficient, slowly enough to be cautious.

7.2 BACK SAFETY

Falls are the leading causes of back injuries, followed closely by improper lifting and "bad" chairs. Refer to Section 10, titled "Proper Lifting and Back Procedures" for proper procedures. To avoid back injury from "bad" chairs, utilize "good" chairs.

The front of a work chair should be rounded off - often called a "scroll edge" or "waterfall cushion" - in order to avoid restricting blood flow in the under-part of the thighs. There should be 5" from the front of the seat to the back of the knees.

Support for the lumbar vertebrae (at the base of the spine) should be provided, helping the back to hold a slight forward arch. While all researchers recommend lumbar support, opinions vary widely on exactly where the backrest should be located, how high it should be, and of what contour. Set the back of your chair to a position that is comfortable for you.

The seat cushion should have only light padding so that the buttocks can change pressure areas easily. If it is too soft, it puts pressure under the thighs, locks the hip bones upward, and pinches the underside of the socket joint.

Back rests should be high enough to allow for relaxing--at least high enough to hit the lower few inches of the shoulder girdle, giving the arm a stable base against which to move.

Just above the surface of the seat the backrest should be either left open or so strongly concave that the ischium--the lowermost part of the hipbone, on which the body rests when sitting--can be rotated backward without hindrance; this also allows for air circulation.

Seat height should be adjusted. Different researchers recommend ranges from 6 to 9 1/2 inches of adjustability.

Foot rests should be provided for two reasons: for shorter people who must adjust their chairs too high in order to comfortably work at their desk; and for improving the angle of the foot when it is in a resting position.

There should be some mechanism for leaning the seat backward in order to rest strained back muscles.

7.3 STRESS

Stress can create an environment for illness or accidents to happen; not all stress can be avoided or counteracted. The following tips may aid in relieving physical stress:

- Keep your neck and back in as natural a line as possible with your spine. Bend forward from the hips but don't arch your lower back;

- Use a footrest to relieve swayback. The idea is to have your knees higher or more forward than your hips;

- Change positions, walk and stretch at least every hour;

- A few leg exercises at your chair during the day can minimize circulatory problems. For example, lift and lower your heels while keeping your toes on the floor; move your feet up and down while keeping your heels on the floor; and swing your legs back and forth at the knees. Even better, of course, is to walk around from time to time.

- Similarly, a few neck and shoulder exercises can relieve tension from prolonged sitting. For example, lift your shoulders to your ears and drop them down into a relaxed position; move your head up and down, side to side, and in a circular motion; and rotate your shoulders in a circular motion.

For those employees involved in continuous computer work, there are numerous ergonomic benefits that can be obtained through proper procedures. The NMSU EHS Office will provide training upon request and should be provided on site annually. The Site Safety Officer will coordinate this training for all employees.

7.4 FIRE SAFETY

In addition to the following reminders, refer to Section 6, titled "Fire Extinguishers, Alarm Systems, and Procedures," and Section 25, titled "Lockout-Tagout/Energy Control" for more detail.

Electricity

Utilize extension cords for temporary service only, must be inspected prior to use, and cannot be used for greater than 89 days. Arrange for additional permanent electrical service, through the Site Safety Officer, if necessary.

Keep all cords out of traffic paths and above carpets. Extensions cords may not pass through doors or wall openings.

Unsecured multiple outlet power strips with surge protection (for VDT's or PC's) should be secured to a wall, desk, or table. Such devices on the floor present a tripping or short circuit hazard if kicked.

Unplug electrical appliances by pulling the plug-head not the cord.

Unplug coffee makers when not in use. Coffee makers are only allowed in the kitchen areas unless approved by the Site Operations Manager. Coffee makers shall be equipped with automatic shutoffs and connected to a GFCI outlet if not in an office with a carpeted floor. Hot Plates are only allowed in the kitchens.

Flammable/Combustibles: duplicating fluid, rubber cement thinner, white-out thinner, other cleaners and solvents, papers, etc.

Limit the amount on hand.

Store excess amounts in flammable storage cabinet.

7.5 OFFICE MACHINES

Generally, moving parts of office machines are well guarded but precautions are still necessary. Many manufacturers post safety rules on their equipment or provide booklets. Be familiar with these rules. The following tips are offered for some equipment:

- Paper cutters - keep the blade handle locked down when not being used. Keep fingers away from the blade while cutting; newer units have a finger guard at the blade;

- Moving machinery - typewriters, duplicating machines, printers, etc. Long hair should be kept up and/or back to avoid entanglement. Similarly, dangling jewelry and cuffs should be kept away from areas where they could be drawn into the machine or even be caught on the machine;

- Spindles, staples, pin, letter openers, razor blades, and knives - are all designed to cut, tear, and/or pierce. Care should be taken at all times. Cut away from yourself; cap spindle points and blades with protective materials;

- Energy Emitters - copiers, microwave ovens, microfiche readers, Thermo fax machines, and laminating devices - all of these devices have built-in safety features to limit the emission of light and heat. Staring at intense light sources can lead to temporary vision problems. To avoid possible burns and electrical shocks, servicing should only be performed by trained personnel.

7.6 FILE CABINETS, DESK CHAIRS, BOOKCASES

Ensure file cabinets (front or side loading) are mechanically secured to prevent tipping when more than one drawer is opened. Installations of multiple cabinets side-by-side should be mechanically tied together. Desk chairs and file or desk drawers should be in good mechanical repair; arrange to have any defects corrected. Desk chairs with a five- or six-wheel base are more stable--less susceptible to tipping. Generally, any bookcase four or more tiers in height must be secured to prevent tipping.

7.7 OFFICE ENVIRONMENT

Noise above 85dba is temporarily detrimental to health; above 80dba, it is disturbing to office work; above 70dba, it is distracting; above 60dba, it can interfere with conversation (receiving instructions). Normal office environment noise ranges from 60 - 70dba.

Light for routine office work should be 40 - 80 foot-candles. For video display terminals, less light is needed in order to maximize contrast of the displayed data and to minimize glare on the screen. Individual "task" lighting may be needed to provide enough light to read printed copy. Large bright windows should be sufficiently covered with shades or curtains. Wall finish should be dark or matte (lacking luster or gloss, "flat") material.