Computer Studies - Swan Christian Education Association



Certificate III Multimedia

& Certificate III in IT

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Maintain Workplace Safety

(BSBCMN311A)

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Office Safety

It is important to study Occupational Health & Safety (OH&S) to ensure that you are aware of your rights and responsibilities in the workplace. Additionally, if the office is not a safe and health place to work then it is costing the company money:

• For repairs to equipment

• For replacement staff while those who are sick or injured are off work

• In lost production, or

• Lower production because staff morale is low or staff are under-resourced.

Laws, Rules & Regulations

Laws on workplace health and safety are contained in Acts and Regulations. More specific information on how to implement safe work practices may be found in Codes of Practice or Standards, which are not legally enforceable. ()

The main areas covered by most OH&S Acts are the duties/responsibilities relating to:

• Duties of employers (.au/employers_page/employer_resp/index.html)

• Employers are required to provide and maintain a workplace that does not expose workers to risk. Workers must be provided with information/training to ensure they use safe work practices. Employers must also ensure the safe cleaning of the workplace.

• Duties of employees

• Employees must take care to ensure their own safety and welfare and that of others in the workplace. There is also a requirement that they report any accidents or injuries to themselves or any situations that might pose a risk to health and/or safety.

• Duties of manufacturers of plant and/or substances

• Manufacturers, installers and suppliers must ensure that the design and construction of plant is safe if correctly used. Information about plant, its proper use, transport, storage and disposal must also be supplied and installers/erectors must ensure that the plant does not pose a risk once it is installed.

• Appointment of health and safety representatives and/or committees and their duties

• The representative's duties are to carry out routine workplace inspections as well as after an accident or hazardous occurrence; keep up to date with safety information provided by the employer; report hazards to the employer, refer health and safety matters to the Workplace Committee if there is one, and to liaise between the workers and the employer on health and safety matters.

• Powers/duties of health and safety inspectors

Acts in Western Australia are

• Occupational Health, Safety & Welfare Act (1984)

• Occupational Health, Safety & Welfare Amendment Act (1987)

• Workers Compensation & Assistance Act (1981)

Overseeing authorities for these Acts are

• Occupational Health, Safety & Welfare Commission

• Workers Compensation & Assistance Commission

|Statutes |Legally binding - failure to follow could result in fines or a gaol term |

| |Are laws and each state and territory in Australia has its own health and safety act. |

| |These aim to limit health hazards in the workplace, to ensure health, safety and well being of people at work. |

| | |

| | |

|Regulations |Legally binding - failure to follow could result in fines or a gaol term |

| |Regulations support the Acts by providing procedures relevant to specific work areas. These include such |

| |things as the need to register workplaces and specialised equipment, and specific safety or handling |

| |requirements for plant, construction and electrical equipment. |

| | |

|Awards & Agreements |Legally binding- failure to follow could result in fines or a gaol term |

| |Industrial awards and agreements may include provisions for protective clothing, first aid facilities and |

| |stipulated rest periods. |

|Codes & Standards |While codes and standards are not legally binding they are regarded as the safest way of working and are often |

| |referred to in the Acts. A code of practice is a practical guide on how to achieve an acceptable level of |

| |health and safety in more details than is covered in regulations. Standards are minimum requirements for |

| |various procedures, e.g. acceptable noise levels, permitted radiation from a computer monitor, maximum chemical|

| |exposure, etc. These are published by Standards Australia. |

| | |

Self-Assessment

1. What is the difference between an Act and a Regulation?

2. What is the function of a Code of Practice?

3. Can an employer (company) be prosecuted for not complying with a Code of Practice or National Standard? Why?

Jane has just started work in an accounts office. Her friends are giving her advice about health and safety rules. Which of the statements below are correct?

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1.

2.

3.

4.

5.

6.

7.

Dangers in the Work Environment

Dangers can be divided into the following categories:



|Environmental |Noise, fumes, light and heat |

|Design |Poorly designed equipment, inferior work place layout |

|Procedural |Inadequate ways of doing things, lack of appropriate procedures |

|Human Behaviour |Lack of training, failing to follow procedures, foolish activities |

Hazards can be grouped into 7 broad classes (or types) and it is necessary to ensure any workplace hazard checklist includes the full range.

7 Classes of Hazards

|Physical |The actual work area - fixtures, buildings, floors, etc. The term also refers to things in the office |

| |environment such as noise, temperature and lighting. Examples - floor coverings, desks, stairs, noisy |

| |computer printers |

| | |

| |Exposed cables, incorrectly laid carpet or unseen objects can trip a person. Suspended objects at head|

| |height or protruding edges of equipment. Scissors, letter openers, staplers, sharp edges can all cause|

| |cuts |

| |Prolonged exposure to high noise levels can lead to deafness. In the short term noise can produce |

| |irritation and stress. |

| | |

| |Poor lighting, inadequate ventilation, insufficient heating or cooling, limited space and many other |

| |seemingly minor factors can all contribute to discomfort of the worker. |

|Ergonomic |An ergonomic hazard is one which presents us with tools or a work environment that is not suited to our|

| |physical make-up such as our strength, reaching ability, fitness, unrealistic deadlines, the way work |

| |tasks are organised and workstation layout. Examples - easy to use keyboard; switchboard that doesn't |

| |require the operator to reach across a desk; working to unrealistic deadlines |

|Psychological |Events or workplace situations that affect us mentally or emotionally. Examples - aggressive |

| |customers; company re-structuring |

|Biological |Bacteria or viruses that we might be exposed to. Examples - bacteria in air-conditioners that are not |

| |serviced regularly; if we assist with first aid on a sick fellow workers or customer we may be exposed |

| |to diseases such as hepatitis |

|Chemical |Substance used to assist in performing a task, which, if used correctly, should not cause harm. |

| |Examples - photocopier toner; cleaning agents |

| |Inhalation of chemicals, contact with skin or eyes, printer toner, correction fluid, adhesives, |

| |cleaning fluids, disinfectants are chemicals, |

| |Alcohol or drugs taken by works can effect their own and others safety. Smoking is a hazard to the |

| |smoker and nearby "passive" smokers. |

| |Chemical fires start from flammable liquids or gases, storage of thinners, spray cans, adhesives, etc |

|Radiation |Emissions from a light, heat or energy source. Examples - staff may suspect radiation from VDUs is a |

| |problem. Radiation can also come from factory equipment such as welders |

|Electrical |Wiring used in electric/electronic equipment or leading to/from it. Examples - power cords to |

| |computers or office equipment |

| | |

Self-Assessment

An important part of conducting a workplace inspection is training the eye to look for hazards or potential hazards. In the following picture, see how many hazards you can find, and list them.

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Designing a Hazard Checklist

To design a hazard checklist, start by looking around your office area and dividing it into sections, for example, floors, entrances/exits, office equipment, lighting, safety equipment. An itemised list can then be drawn up using each area as a major heading with individual items or possible hazards listed under the headings. Do not forget to refer to the 7 Classes of Hazard when preparing your list.

Set out the list with hazards listed down the left hand side, with columns to the right where you can check the items off as 'satisfactory' or note what needs to be done. Your completed checklist could be set out along these lines:

|Area/Item |Okay? |Action required? |

|Floors | | |

|- coverings | | |

|Entrances/exits | | |

|- front door | | |

|- side door | | |

|- fire escape | | |

Self-Assessment

Using the above example as a guide, design a checklist for the hazardous office displayed above.

|Hazard Class |Area/Item |Okay? |Action required? |

|Physical |Floors |Y | |

| |- coverings | | |

| |Entrances/exits | | |

| |- front door |OK | |

| |- side door |N |Add fire exit sign. |

| |- fire escape |N/A | |

|Ergonomic |Work desk – height & suitability |Y | |

| |Work chair |N |Added padding and ergonomic adjustment. |

| | | |Need armrest on keyboard; Cords too long.|

| |Suitable keyboard / mouse |N | |

|Psychological |Aggressive teacher | | |

| |Co-workers / classmates | | |

|Biological |Colds / flu | | |

| |Air-con | | |

|Chemical |Printer cartridges | | |

| |Chemical fires | | |

|Radiation |Computer screens | | |

| |Lights | | |

| |Sunlight | | |

|Electrical |Power cords | | |

| |Wiring | | |

Manual Handling

Office work is not normally thought of as requiring any manual handling, therefore office workers may not think about or plan a manual handling task before carrying it out. Office work has its routine manual handling tasks - we lift computer monitors, PC system units, re-arrange furniture and put items into storage cupboards. Manual handling is any effort required to push, pull, drag, lift or move an object.

Recommended risk control steps and guidelines for performing various manual handling tasks correctly were published by Worksafe Australia in the National Code of Practice for Manual Handling, in 1990. There was also a recommendation that the maximum weight to be lifted was 16 kilograms, irrespective of the person's age or gender.

Activity

List the most common manual handling tasks which might be performed in an office.

Manual Handling Injuries

There is a variety of manual handling injuries we can suffer and these can be classified broadly as sudden onset or cumulative.

Sudden Onset - as a result of excessive strain or load being placed on a limb and results in sprains, strains or damage to cartilage or discs

Cumulative - as a result of repeated, minor, often undetected damage to muscles, ligaments or discs, eventually causing breakdown of the affected part.

Self Assessment

|Tick either True or False to the following statements: |T |F |

|1 |A manual handling task is one that requires you to: lift, move or drag objects | | |

|2 |The maximum weight that females can lift is 16 kg | | |

|3 |Manual handling injuries can occur as a result of repeatedly overstraining a muscle | | |

|4 |A sudden onset of manual handling injury can occur as a result of dropping a too heavy object or | | |

| |putting an excessive strain on a muscle/ ligament | | |

|5 |A cumulative manual handling injury can be caused by performing a task repeatedly | | |

|6 |Manual tasks should be assessed for their risk potential and those risks should be removed or at | | |

| |least minimised. | | |

Overuse Injuries ()

Occupational Overuse Syndrome (OOS) or Repetitive Strain Injuries (RSI) occur when a part of the body, for example an arm or back, is used in a fixed position for a lengthy period of time. During normal use, muscles use up their stores of oxygen and nutrients, and, when relaxed, these nutrients are replaced. If however, a muscle is kept in use too long, its stores of nutrients are exhausted and, because it is oxygen and nutrient deprived; it can sustain some degree of damage. If the 'overuse' keeps occurring, the damage gets progressively worse. Cartilage tissue like that in the knees and between the vertebrae in the spine, cannot store nutrients and depends on regular movement to obtain nutrients - if this does not occur, they also can sustain damage.

These injuries are characterised by pain or tenderness in the affected area. There may be swelling, numbness or tingling.

The body can sustain injuries in two main areas:

1. Muscles/tendons - in office workers, this is most common in the hands, arms, neck, shoulders and back

2. Cartilage - this occurs in the back and the knee areas

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Neck/Upper Arm/Forearm

Injuries occur as a result of the muscles being held in a fixed position for lengthy periods, especially on an angle while typing or doing clerical work.

Shoulder

These injuries are caused by sitting with shoulders 'hunched' forward or raised to reach a desk or keyboard that is not at the correct height/distance. Damage can also occur when posture remains static for long periods.

Wrist/hand (web.cps.msu.edu/facility/avoid-ct.html)

Injuries/damage occurs as a result of the wrist/hand being held in a fixed position for lengthy periods on a regular basis, for example, typing continuously for 3 hours per day, every day. Injury can also occur if the wrist is 'bent' in order to reach a keyboard that is not at the correct height, for example, resting a forearm on a desk and bending the wrist backwards in order to reach the keys while typing. If the forearm needs resting the hand should be removed from the keys.

Legs

Circulation problems can occur if the chair is so high that your legs 'hang' over the front or you tuck them under the chair.

Back

The back muscles are designed to hold the spine in its correct, natural curve - if the back is forced into an incorrect posture, especially for lengthy periods, then the muscles and discs can't function correctly and become deprived of oxygen and nutrients and then sustain damage.

Preventing Overuse Injuries

The best course of action is Prevention. In order to prevent muscle fatigue and tendon/ muscle strain, there are two things you can do:

□ Check your posture at your desk/workstation

□ Exercise regularly

Look at the following diagrams for the correct posture.

Self-Assessment

1. Describe one body area that is prone to overuse injury and how that injury might occur.

2. What part does posture play in the cause of overuse injury? How important is posture in the prevention of overuse injury?

3. Describe two workstation modifications that should be made regularly in order to prevent overuse injuries.

Ergonomics (.au/geninfo.htm) ()

Ergonomics is the study of the worker and the whole work environment with a view to matching the two in order to minimise the possibility of injury or illness. In practice, an ergonomic assessment in the workplace would examine such things as:

• The worker (physical build, fitness)

• The physical work environment (lighting, temperature, etc)

• The tools used (desk, chair, keyboard, hand stools such as staplers)

• Organisation of tasks (variety, quotas or deadlines)

• How the tasks are performed (is the worker trained to do the task? Or is the worker trained in the use of the equipment?)

• The psychological aspects of the work (worker's ability to cope with stress; company expectations)

The principle areas of consideration in the IT workplace are posture and environment:

Posture

Most people in an IT environment work at a keyboard, usually for long periods of time. Sitting correctly at a workstation is important:

• The chair should have height adjustment so that the feet rest comfortably on the floor - if necessary foot rests could be used

• A backrest should provide lumbar support

• The chair should be stable, sturdy, preferably swivel and be on castors ()

• The keyboard should be at an appropriate height and distance so that the arms can be held horizontal and over it.

• There should be wrist rests

• The screen should be placed so that there is a slight down angle from eye level at a distance of about 40-60cm.

• A document holder next to the screen also helps

Environment

Workplace ergonomics include:

• Lighting - is there sufficient light to complete tasks without eye strain? Is there glare on screens? Is lighting soft? Do screens flicker? Is writing on screens and printouts legible?

• Noise - is the workplace free of excessive noise? Does outside noise intrude?

• Climate - is the temperature comfortable? Is humidity satisfactory? Is there adequate ventilation?

• Space - is the individual workplace crowded or cluttered? Does each worker have enough room to do their job? Are walkways and doorways wide enough so that people can move freely and without unnecessary contact?

• Safety - are there things people can trip over? Are there objects that heads can bang against? Are there sharp corners that can be knocked against?

• Ambience - is this a pleasant place to work? Is there a pleasing colour scheme? Are there plants and pictures to break the monotony? Can workers focus their eyes on objects over 6-10m away? Are cables and unnecessary items out of sight?

In addition the materials an IT worker uses can also be improved by effective ergonomics. The layout of the workstation should be such that common items (printer, keyboard, mouse, etc) are within easy reach.

Costs of Not Having an Ergonomic Office

Good ergonomics makes good 'human' as well as 'financial' sense:

• A pleasant, comfortable office encourages a positive feeling in staff; they will be more inclined to use the right equipment for the job, and in the right way

• Staff who use properly designed equipment, on tasks they are trained for, are less prone to overuse injuries

• A job done correctly, first time, costs less; more jobs can therefore be done in a given time span

• Fewer overuse injuries means less time lost; lower Workers' Compensation premiums; less overtime and stress for other workers

Designing an Ergonomic Office

The easiest place to start setting up your ergonomic office is the place you probably spend most of your time and are most familiar with - your desk or workstation.

Activity

Draw a diagram of your workstation so that the most frequently used items are within easy reach, and so that the space is effectively and efficiently used.

• Screen, Keyboard, Mouse, Printer

• Telephone, pens, stapler, filing tray, computer discs, paper, phone book, user manuals, rubbish bin

Office Layouts

An office is where administrative or clerical work is done and where business is transacted. It can be of any size. An important part of ergonomics is the efficient and effective layout of the office, permitting good workflow, through traffic of people (if necessary) and a pleasant working environment.

Traditional offices provide privacy and a quiet atmosphere but tend to isolate staff. Also rooms can only accommodate a fixed number of people

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Open plan offices give flexibility and alterations to organisational structure can be made quickly and cheaply. The open plan permits expansion, allows more effective supervision and easier communication with staff. An open plan office can give the illusion of being light, spacious and bright. The main disadvantage is distraction by telephones, talking, noise of office machines and traffic through the work area.

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Activity

Design an efficient, pleasant office environment for the below engineering secretary. She needs to locate, within her area:

|Desk |Table |Chair |Workstation |

|Stationery cupboard |Printer |2 visitors chairs |Coffee table |

|3 plants |9 filing cabinets | | |

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Secretary's Office & Reception Area

Engineer

Manager

Engineer

Director

................
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