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Health & Safety In The Company's Offices Etc.
Workplace (Health, Safety And Welfare) Regulations 1992
Application
Facts and evidence regarding accidents and dangerous occurrences should be obtained as soon as possible. A copy of all
accident documentation, photographs etc., must be sent to the Head Office 'Accident File'. Ensure the Company Accident
Form is completed for every accident/illness.
These Regulation requirements apply to all the Company's workplaces provided for Employees and self-employed, which
includes offices, workshops, stores and yards etc., and their associated corridors, staircases, access roads, and welfare
facilities etc., other than those on a construction site where the Construction (Health, Safety and Welfare) Regulations would
apply.
If construction work is carried out on the Company offices etc., the construction works must be fenced off, otherwise the
Workplace Regulations, together with the Construction (Health, Safety and Welfare) Regulations will apply. The Workplace
Regulations also do not apply to mines, quarries and domestic premises. Operational ships, aircraft, trains and road vehicles
are also excluded from the Workplace Regulations, apart from when stationary in the workplace, when precautions against
falls, or falling objects, must be taken. The Workplace Regulations require employers and others in control of workplaces to
take measures concerning the following matters:
Maintenance
The workplace and associated equipment and systems must be maintained in a clean and efficient state, in efficient working
order and in good repair. Maintenance of equipment and systems should be carried out in accordance with manufacturers'
recommendations and authoritative guidance such as that published by the HSE or the British Standards Institution. Where
appropriate (e.g., in the case of ventilation systems), maintenance records should be kept.
Ventilation
Where windows or other openings will not provide suitable ventilation, mechanical ventilation systems should be provided
and properly maintained. Detailed advice is given in HSE Guidance Note EH22 Ventilation in the Workplace.
Temperature
The temperature in workrooms must be "reasonable" and where practicable, this should normally be at least 16°C. Where
work involves significant physical effort, the temperature should be at least 13°C. If, despite measures to heat or cool a
workroom, workers are exposed to temperatures, which do not give reasonable comfort, suitable protective clothing and rest
facilities should be provided. Sufficient suitable thermometers must be readily available to allow workers to check the
temperature in the workplace.
Lighting
Natural lighting should be provided, where reasonably practicable; windows and skylights must therefore be kept clean.
Lighting should be sufficient to enable people to work and move safely without visual fatigue. Local lighting should be
provided where necessary. Where appropriate, emergency lighting must be provided and maintained. Further guidance is
given in HSE booklet HS(G) 38 Lighting at Work.
Cleanliness and Tidiness
Floors, walls and ceilings, together with furnishings must be kept sufficiently clean, the standard of cleanliness depending on
the use of the workplace. Some other Regulations, e.g., the Food Hygiene Regulations have specific requirements.
Absorbent floor surfaces, such as untreated concrete or timber, which are likely to be contaminated by oil, grease, etc.,
should be sealed or coated, e.g., with suitable non-slip floor paint. Waste, dirt and refuse should be cleared regularly.
Furniture, materials and tools should be placed so that they do not cause people to trip or fall and do not obstruct access or
fire escape routes.
Space
Workrooms should have enough space to allow people to move with ease. The total volume of a workroom, when empty,
divided by the number of people normally working in it, should be at least 11m3 (in this calculation, a room or part of a room
which is more than 3.0m high, should be counted as 3m high). The figure of 11m3 per person may be insufficient if much ofthe room is taken up with furniture, etc. This recommended minimum figure does not apply to rooms used for lectures,
meetings etc.
Workstations & Seating
Workstations should be arranged so that each task can be carried out safely and comfortably. Seating should, where
possible, provide adequate support for the lower back; a footrest should be provided where the foot cannot comfortably be
placed flat on the floor. Further guidance on seating is given in HSE booklet HS(G)57 Seating at Work. (See also Display
Screen Equipment Regulations).
Floors and Traffic Routes
Floors of workplaces and surfaces of passages, staircases, access roads, etc., must be suitable for their intended use and
properly maintained. Measures must be taken to reduce the risk of persons slipping, tripping and falling, or of vehicles
becoming unstable. Any open side of a staircase should be securely fenced by an upper rail at 900 mm, or higher and a
lower rail. A secure and substantial handrail should be fixed on at least one side of every staircase.
Precautions against persons or objects falling
Secure and suitable fencing, guard-rails or covers should normally be provided where persons are liable to fall or at any
height over 2m. Fencing installed after 1 January 1993 should extend to at least 1.10m in height, except where lower fencing
has been approved under Building Regulations. Guard-rails should consist of a top rail and at least one intermediate rail
should be fixed to prevent persons from falling under the top rail. Where necessary, adequate upstands or toeboards should
be fixed to prevent objects falling.
Where it is not reasonably practicable to take measures such as the provision of fencing, guard-rails, etc., to prevent falls,
entry to such "danger areas" should be restricted to authorised persons who have received adequate information, instruction
and training on any appropriate safe system of work. In certain situations a Permit-to-Work system will be appropriate. The
provision of safety nets or personal protective equipment, such as safety harnesses, may be necessary.
Ladders
Fixed ladders, which include steep stairways (which are descended facing the treads or rungs), should extend at least 1.10m
above any landing place that is served. Fixed ladders installed after 31 December 1992, with a vertical height of more than
6m, should have a suitable resting place every 6m. Floor openings for ladders should be as small as possible, with fencing
and a gate provided where necessary to prevent falls.
Fixed ladders at an angle of less than 15o to the vertical, which are more than 2.5m high, should, where possible, be fitted
with safety hoops or permanently fixed fall arrest systems. Ladders should conform to BS 4211 Specification for ladders for
permanent access and BS 5395 Code of Practice for the design of industrial type stairs, permanent ladders and walkways
(See Section 3.10 - Ladder Safety).
Roof Work
Where frequent access is needed to roofs, suitable fixed, safe means of access should be provided.
Stacking and Racking
Materials should be stacked and stored in such a way that they are not likely to fall and cause injury. Racking should be of
adequate strength and stability.
Loading and Unloading Vehicles
The need to climb on top of vehicles or their loads should be avoided as far as possible. Where this is unavoidable,
measures such as fixing fencing on top of a tanker should be taken to prevent falls.
Doors and Gates
Doors and gates, which swing in both directions, should have a transparent panel. On main traffic routes, all doors should be
fitted with such panels. Power operated doors and gates must have appropriate safety features to prevent injury to persons
where it is possible to be struck by them.
Traffic Routes
Traffic routes must allow the safe movement of persons and vehicles within the workplace and when entering or leaving it.
Appropriate measures may include: clearly marked separate routes for pedestrians and vehicles; fitting reversing alarms to
vehicles; appointment of banksmen to supervise safe movement of vehicles; display warning signs to alert drivers to
restrictions in force; setting speed limits for vehicles and installing road humps; warning indication of height limitations or
obstructions; use of one-way systems for vehicles; wearing of high visibility clothing.
Sanitary Conveniences and Washing Facilities
Suitable and sufficient facilities must be provided for the maximum number of persons likely to be at work in a workplace at
any one time. Facilities should be available for use without undue delay and account should be taken, therefore, of the
pattern of work. Account should also be taken of the type of work involved; washbasins, with running hot and cold, or warm
water, must always be provided but, in some cases, the provision of showers and/or baths may be appropriate. |
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Drinking Water
An adequate supply of wholesome drinking water must be provided, together with suitable cups, etc., unless the supply is
from a drinking fountain. There should also be facilities for washing cups, or alternatively, disposable cups should be
provided. Drinking water supplies should be clearly marked as such if there is any risk to people drinking from contaminated
supplies.
Accommodation for clothing and changing
Suitable and sufficient accommodation must be provided for any special work clothing and for personal clothing, which is not
worn at work. Clothing should be able to be hung in a clean, warm, dry and well-ventilated place, with at least a separate
hook, peg or hanger for each worker.
Where workers are required to wear special work clothing, adequate room for changing should be provided and measures
should be taken to ensure security, for example by providing lockers.
Facilities for rest and meals
Suitable seats should be provided for workers whose work gives them opportunities to sit. Seats should also be provided for
use during breaks; such seats should be in an area where protective equipment, such as hearing protection, need not be
worn.
Other than in offices, or similar clean workplaces, separate rest areas or, in new workplaces, separate rest rooms, should be
provided. Rest facilities should be arranged so those non-smokers are not subjected to discomfort from tobacco smoke.
Suitable and sufficient facilities for eating meals should be provided where workers regularly eat meals at work.
Seats in work areas may be suitable, provided they are in a clean place and there is a suitable surface on which to place
food. Minimum facilities should include a means of preparing or obtaining a hot drink and, where necessary, means of
heating food. Eating facilities should be kept clean and be in the charge of a responsible person.
Further Information
An Approved Code of Practice supports these Regulations. Further information is contained in HSE booklet L24 Workplace
Health, Safety and Welfare, which contain the full text of the Regulations, the Approved Code of Practice and detailed
guidance.
Health & Safety (Display Screen Equipment) Regulations 1992
Possible hazards associated with the use of Display Screen Equipment (DSE) are mainly those leading to musculoskeletal
problems, visual fatigue and stress. The likelihood of experiencing any of these problems is remote and usually related to
duration and intensity of the use of DSE, combined with the ergonomic factors of the workstation and the environment in
which it is situated
The Regulations apply only to the protection of Employees who are 'users' as defined by the Regulations. A 'user' means an
Employee who habitually uses DSE as a significant part of normal work, whether at his/her own employer's workstation, at
another employer's workstation, or at a workstation at home.
Whether an Employee is a 'user' depends on a number of factors, which will indicate whether he/she habitually uses DSE as
a significant part of normal work. In a construction setting, the user will normally be found as a personal secretary in a head
or site office environment, in a secretarial pool, as a data input operator, or using computer-aided design equipment in a
design office.
Risk Assessment
The Regulations require a Risk Assessment (analysis) of all workstations used by 'users' as defined, or by 'operators' who
are essentially self-employed 'users'. If the workstation is modified or changed in any way, the Risk Assessment must be
reviewed. In all circumstances, the risk identified by the assessment, or by a review, must be reduced to the lowest extent
reasonably practicable. A workstation comprises the display screen, keyboard or other inputting device such as a mouse,
optical accessories to the screen equipment, disk drive, telephone, modem, printer, document holder, work chair, work desk,
work surface and the immediate work environment.
A detailed schedule to the Regulations sets out the minimum requirements for workstations. It covers the essential
characteristics of the workstation itself and environmental conditions including space, lighting, reflection, glare, noise, heat,
radiation and humidity. It incorporates a number of principles on designing, selecting, commissioning and modifyingsoftware and in designing tasks using DSE.
Workstation assessments will be conducted by Toureen Mangan Managers where workstations are constructed and on a
frequent basis thereafter. A workstation assessment questionnaire is included within Section Three of this Health and Safety
Policy for this purpose. This will assess any risks associated with the use of furniture and equipment, the visual environment
and general safety of the user.
This assessment may provide valuable evidence in the event of upper limb disorders or any other health problems arising in
the future. All employees are actively encouraged to provide feedback to Aden Contracting Ltd Mangers on their working
environment.
Information and Training
The DSE Regulations require training and information to be given to users and operators. The purpose of training is to
increase the users competence to use workstation equipment safely, adding to the general health and safety training that
they should have already received. Further training should be given if the workstation, software, environment or job is
modified. The curriculum should include hazard recognition, nature of risk to the musculoskeletal system (in particular risks
leading to fatigue and pain) and the essentials of remedial action. Users should understand how to adjust furniture and
equipment and deploy workstation components so as to achieve correct posture and reduce stress.
They should also understand the need to regularly clean and inspect equipment and the importance of making use of breaks
and changes of activity.
Specific information on hazards associated with DSE must be given to users and operators in parallel with the requirements
of the training curriculum. An emphasis should be placed on the application of ergonomic principles in design, selection and
installation of DSE so as to reduce bodily fatigue, stress and temporarily impaired vision.
Sight tests
Employers must provide eyesight tests to Employees who are DSE 'users' if they request them. In effect, this means a
"sight test" as defined in the Opticians Act and includes a test of vision and an examination of the eye. Users who request
sight tests should be offered an examination by a registered ophthalmic optician (optometrist) or a registered medical
practitioner. Although entitled to do so, a medical practitioner will not normally carry out such tests unless he has an
ophthalmic qualification. Some companies rely on vision screening tests to identify individuals with defective vision. These
are not designed to identify eye disease in the same way as a full sight test and employers must provide sight tests if users
request them. If the tests indicate a possibility of eye injury or disease, the user will be referred for ophthalmologic
examination, which is free under the NHS.
If the sight tests indicate that a 'user' needs 'special corrective appliances' (spectacles), as distinct from their normal
spectacles, to overcome vision defects at the specific viewing distances recommended by the guidance to the Regulations,
they must be provided by the employer free of charge. However, he is only obliged to provide basic spectacles, which are
adequate for the purpose. If users choose more expensive spectacles, they must pay the difference in cost between the
basic ones and those of their choice. If a user's normal corrective spectacles are adequate for safe use at their DSE, the
employer is not responsible for the provision of additional spectacles. |
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