Office Safety Guidelines

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Please read this red ink, then replace it with your own company message…

This simple guide is designed to help clients of A Plus Benefits enhance the health and safety of employees who work primarily in offices and similar environments address the hazards and risks specific to their environment. The relative cleanliness and absence of obvious hazards typically encountered in the office sometimes lulls workers into a sense of complacency so that they may fail to recognize the importance of safe work practices.

Our intent is to provide an educational and training resource that can either be used as is, or can easily be modified and enhanced by you to more specifically address safety concerns you may have. At minimum, we encourage you to begin by preparing a policy statement as an endorsement of your commitment to workplace safety. Be sure to communicate your intent to your entire workforce. That statement can appropriately be inserted in lieu of this brief introductory statement. Your policy statement can also be posted in a conspicuous location to help demonstrate your support and commitment to a safe working environment. Keep the message current to reflect your continuous interest in the program.

Please feel free to replace the cover page with one of your own design and to edit the contents of this booklet to best suit your needs.

Reed Balls, CSP, CSHTSafety DirectorA Plus Benefits

Table of Contents

Section 1 Emergency Action Plans Page 2

Section 2 Ergonomics and Physical Fitness Page 4

Section 3 Mental Health Page 9

Section 4 First Aid and Bloodborne Pathogens Page 10

Section 5 General Office Hazards Page 12

Section 6 Hazard Communications Page 16

Section 7 Office Equipment Page 17

Section 8 Safety Out of the Office Page 19

Section 9 Security Page 20

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Section 1: Emergency Action Plans

What to Do in an EmergencyWhen an emergency, such as a natural disaster, fire or bomb threat occurs, all employees need to know where to go and what to do. Having a plan in place limits anxiety and panic in stressful situations. Most companies include this type of information in their new hire onboarding process. In addition, companies should provide reminders of emergency evacuation locations or conduct fire drill procedures on a continuing basis to refresh everyone on emergency procedures.

The following sections provide more information related to some common types of emergency situations.

Fire SafetyPrevention is the best defense against fires in the workplace. While most items in an office work environment are not flammable, paper products and cardboard boxes commonly used in offices are definite fire hazards. Overloading electric outlets and poor housekeeping are also common causes of fire in the office environment. Keeping your workspace clean and neat decreases the likelihood that you could cause or contribute to a fire. If a fire does occur, safe and orderly evacuation is necessary.

Your company should have an established evacuation plan with procedures and exits indicated. A head count location should be established so that once everyone is evacuated, you meet at a designated spot so that everyone can be accounted for.

When a fire starts think and act safely. Alert the fire department. Try to put out the fire only if you are trained to use extinguishers and the fire is small and tame enough to be extinguished safely by a hand-held extinguisher. The specific causes and agents contributing to fires will differ, as will the methods to fight fires. The National Fire Protection Association (NFPA) has classified fires into four types. Fire extinguishers should be labeled with the classes of fires they are able to extinguish. You can use the following chart to understand the classifications of fire and the corresponding classifications of fire extinguishers.

Class

Materials burned in fire Extinguishing agent for fire

A wood, paper, rubber, plastics water, dry chemicalsB flammable liquids, gasses, greases carbon dioxide, dry chemicalsC electrical equipment, wiring, fuse boxes, circuit breakers, machinery carbon dioxide, dry chemicalsD combustible metals special techniques, do not use common

extinguishers

If you use a fire extinguisher, be sure to use one only on fires for which that fire extinguisher is designed. Using the wrong agent on a fire may increase the intensity of the fire. There are only two dry chemical extinguishers that can be used on A, B, and C fires, and those are multi-purpose ABC extinguishers, either stored pressure or cartridge operated. Multi-purpose extinguishers (ABC) will handle all A, B, and C fires. All fire extinguishers are labeled with either ABC, or A, or B, or C, so be sure to read the label.

If the fire can be contained or extinguished, a properly trained person should use the right extinguisher on the blaze. When using a typical extinguisher, follow the 'PASS' method. Hold the extinguisher upright, and:

• Pull the pin, stand back eight or ten feet• Aim at the base of the fire

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• Squeeze the handle• Sweep at the base of the fire with the extinguishing agent

The base is the source of the fire, so if you aim high at the flames, you won't put out the fire. Most extinguishers have a very limited operation time, only eight to ten seconds, so you have to act fast and spray correctly at the base of the fire, not at smoke or flames. Do not attempt to put out a fire if the fire is out of control, you are unsure of the combustible material that started the fire, or you have not been trained in the proper use of extinguishers. Leave the firefighting to professionals with the proper equipment. In this case, sound the fire alarm to safely evacuate the area then call for emergency help from a safe place.

What to Do In Case of Fire:1. Be aware of smoke and noxious fumes, and avoid them in the following ways. Fumes can

enter the lungs and leave a person unconscious and at the mercy of flames. All fires consume oxygen to burn, leading most victims of a fire to suffocate from lack of oxygen. Smoke and fumes are much more dangerous than the flames themselves. Do the following:

• Inside a building that is in flames shut all doors within your reach.• If you are outside, get away from the direction of the flames and smoke to avoid

inhaling smoke and fumes.• If you are trapped in a building and the path to an exit is clear, crawl rather than walking to the exit. This

is important because smoke and heat rise rapidly, and you will inhale less smoke near the floor.2. Avoid panic. Although fire is a dangerous situation, it is important to avoid panic. More mistakes will be made if

you are panicked. Stay calm, assess the extent of the blaze, call the fire department and act quickly to contain or extinguish the blaze.

3. Take the proper steps as quickly as possible. Time is of the essence in firefighting. The smaller the fire, the easier it is to extinguish. Be prepared to respond quickly by knowing and using:

• Your company's emergency procedures• The location of fire alarms and extinguishers• Your nearest fire exit

4. Use a shield. In any fire situation inside a building, anything you can use—any type of shield, heavy blankets, or tarps—will help you get out of the building with less risk of injury. A wet cloth or handkerchief over your nose will help cut down the smoke intake.

EarthquakesEarthquakes are natural disasters that we usually cannot predict, and which occur most frequently near fault lines in the earth's crust. Because of the unpredictability of earthquakes, if you live in an affected area, you should keep the following on hand, both at home and at work:

• A small flashlight and portable radio• First aid kit(and know how to use it)• A week's supply of any special medications• A spare set of eye glasses• Heavy shoes to walk outside in after a quake

In addition to the preparations you can take beforehand, there are some basic rules to follow during an earthquake:• Stay indoors. Studies have shown that most injuries occur as people are entering or leaving a building.• Take cover by going under a desk, table, bench, against an inside wall or wood-framed doorway and hold on.• Stay away from glass windows, outside doors or walls, and anything that could fall and hurt you, like lighting or

fixtures.• Be prepared for aftershocks.• Do not use candles, lighters, matches, or other open flames during or immediately after an earthquake, because

of potential gas leaks.• Remain calm.

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• Hang up all phones.

Bomb ThreatsThe incidents at the World Trade Center in New York City and the Federal Building in Oklahoma City have taught us the real threat and destructive force of bombs in offices. An unfortunate fact of modern life is the threat of terrorist action (both foreign and domestic) in the form of bombs.

When dealing with a bomb threat situation, remember:• Take every bomb threat seriously.• If you are the one who answers the phone, get as much information as possible about the threat received

including time, date, voice description, etc.• Immediately notify a supervisor or the safety manager of the bomb threat.• Participate in a calm and orderly evacuation of the premises. Do not search for a bomb unless instructed by

police to look for foreign or suspicious objects.• If you find something that looks suspicious and you think it may be a bomb, do not touch it. Treat it the same as

a bomb threat and notify the appropriate person.

Section 2: Ergonomics and Physical Fitness

Ergonomics involves arranging the environment and individual works in to fit the person in it. When ergonomics is applied correctly people can work more comfortably, safely, and efficiently. Understanding and following ergonomic principles helps reduce stress and eliminate many potential injuries and disorders associated with the overuse of muscles, bad posture, and repeated tasks.

Disorders Related to Ergonomic StressorsA variety of disorders and illnesses related to muscles and bones are caused by ergonomic stressors. These disorders involve all parts of the body and include disorders of the back, the neck, the upper or lower extremities, or the shoulders. The most common of these disorders in the office are cumulative trauma disorders (CTDs) such as carpal tunnel syndrome, and back disorders caused by prolonged inactivity.

Cumulative Trauma DisordersCumulative trauma disorders are disorders of the musculoskeletal and nervous systems which are caused or made worse by repetitive motions, forceful exertions, vibration, hard and sharp edges, sustained or awkward postures, or by exposure to noise over extended periods of time.

CTDs affect the nerves, tendons, and muscles, with hands, wrists, elbows, and shoulders being most frequently affected. These injuries develop gradually and result from repeated forceful actions, such as twisting and bending of the hands, arms, wrists, and fingers.

Carpal Tunnel Syndrome (CTS) is a specific CTD affecting the hands and wrists, and has probably received more attention in recent years than any other CTD, due to the high number of cases among both production and office workers.

The pressure of repetitive motion can cause tingling, numbness, or severe pain in the wrist and hand. The pressure also results in a lack of strength in the hand and an inability to make a fist, hold objects, or perform other manual tasks. If the pressure continues, it can damage the nerve, causing permanent loss of sensation and even partial paralysis.

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CTS may develop in the hands and wrists when repetitive or forceful manual tasks are performed over a period of time. Because of the heavy use of computer keyboards and tasks such as data entry, CTS is relatively common among office workers. In addition, it affects a wide variety of other occupations, such as meat/poultry workers, carpenters, garment workers, assemblers, packers, product inspectors, machine operators, keypunch operators, and cashiers.

Back DisordersPulled or strained muscles, ligaments, tendons, and disks are perhaps the most common back problems. Back disorders are frequently caused by:

• Excessive or repetitive twisting, bending, and reaching• Carrying, moving, or lifting loads that are too heavy or big• Staying in one position for too long• Poor physical condition• Poor posture

The last three are the most common causes of back disorders in an office environment. Prolonged sitting stresses the body, particularly the lower back and the thighs, and may cause the lower back (lumbar) region to bow outward if there is inadequate support. This abnormal curvature (called kyphosis) can lead to painful lower back problems, a fairly common complaint among office workers. Other factors which may contribute to back injuries include:

• Aging• Inactivity or seasonal activity• Stress• Vibration

Computer Set-UpComputer set-up is the primary ergonomic consideration in the office, due to the sheer number of office employees using computers at their desks. Most office jobs require at least some time at a computer. Furthermore, carpal tunnel cases are the most frequently identified office disorder brought on primarily through computer usage. The following aspects of your computer set-up should be designed to fit you and your work on the computer:

KeyboardMost carpal tunnel cases originate from improper keyboard design, placement, and/or usage. Trouble occurs due to the amount of time people spend doing the task of keyboarding and if the wrists are bent in relation to the keyboard. Keyboard design might be addressed as a solution in an office with many data entry employees whose sole or main purpose is keying in of data all day long. Some keyboards have been specially designed with a split set of keys, half further to the left side of the board, half further to the right, with a few inches space splitting the letters. This type of keyboard, allows users to hold their hands more naturally, without the wrists bending. Therefore, with this more natural hand and wrist positioning, fewer carpal tunnel disorders result.

Keyboard placement is addressed in many offices as one way to correct bending wrists and avoid carpal tunnel syndrome. Keyboard location and height are two primary considerations that may be easier to correct than you think.

Ways in which you can affect keyboard placement include:• Adjusting desk and/or chair height (to a height where elbows bend at approximately 90 degrees and

your wrists do not bend)

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• Using adjustable keyboard trays that move and tilt• Positioning yourself correctly to the keyboard (not too far and not too close, but at a comfortable

distance)

Incorrect keyboard usage may be addressed in offices in a variety of ways, including instruction, frequently scheduled breaks, and tools such as wrist rests/pads or wrist splints that help correct wrist bend. Simply improving keyboard technique can eliminate some problems. The following table identifies common problems and suggested solutions.

Problem Solutionlong fingernails (they don't let fingertips touch the key, thus wrist twists)

trim fingernails shorter

use of excessive force (keyboards are sensitive and require only a gentle touch)

strike keys more lightly

use of hunt-and-peck method learn touch typing methodmovement of entire hand and/or wrist to strike keys keep your hand and wrist still, just move your fingers

MouseThe placement and use of the mouse are its two main concerns. Placement should be as close as possible to the side of the keyboard to allow you to use it easily and comfortably, without too much arm, hand, wrist, or elbow extension. Do not place the mouse too far forward. In addition, get a mouse that fits your hand, if at all possible. It should not be too big for your hand. This will minimize the travel your fingers must do to depress the keys. Take into consideration your dominant hand. If you are left-handed, place the mouse to your left, not to the right and get the largest trackball possible so that the mouse moves easily, requiring minimal effort.

MonitorThere are several important issues to consider regarding monitors. Consider each of the following for your monitor:

Placement of monitor - it should not be too close, too far, too high, or too low, and your eyes should look straight ahead into it.

Quality of monitor - a high pixel number (1,024 x 768 or higher), a high refresh rate (76-Hz or higher), and high luminance and contrast are best.

Light in relation to screen - there should be no natural or artificial light reflecting off the screen. Document holders can be attached to the monitor or placed next to it so you don't need to crane your

neck to see your printed documents while typing.

ChairChairs are extremely important for your back to feel comfortable. Get a chair to fit your size or an adjustable-height model. Change chair adjustments periodically throughout the day to suit how your back feels at the time. Usually start with your back straight up, sitting erect. As you tire and start to slump and lean forward and hunch your shoulders, adjust the back of the chair, moving it backward to rest the lower back muscles. You can adjust the chair several times during the day.

The force of gravity pulls at your body even when you are sitting. If you sit in a chair that provides improper or no back support, your posture can give way placing unnecessary stress on your back causing injuries to develop over time.

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Make sure your chair is: The correct height. Your feet should reach the floor or a footrest and your thighs should be horizontal

allowing blood to flow freely to the legs and feet. If you have leg problems, you may want to lower the chair and work surface or use a footrest. Upper backaches can also be attributed to improper chair height. Forearms should rest horizontally when at a keyboard.

A seat that is slightly concave with a downward-rounded edge prevents sliding forward and evenly distributes your weight. You may want to tilt the seat slightly forward or backward for comfort.

Support for the entire back. Adjust the chair back at an angle and height so that your posture, including the lumbar curve of the lower back, is supported. This prevents lower backaches. The bend at your hips should make a 90° angle.

Armrests should not keep you from getting close to your work surface. Make sure they are adjustable or don’t have any at all.

Office and Desktop LayoutThe next place you can tackle your work environment to maximize its comfort and convenience is in the layout and arrangement of your work space and desktop. Several factors should be considered when determining how to arrange your immediate work area, including:

• Most common tasks and their frequency• Area lighting sources currently available to you• Available tools or techniques to improve comfort

As much as possible, set up your immediate work area with consideration of your most common and frequent tasks. The tasks you perform most should define the design of or modifications to your work area that you wish to make. After identifying these most frequent tasks, look around for all existing or potential light sources for the work space. These light sources may include:

• Overhead lighting• Natural light from windows or skylights• A desk or standing lamp• Under-cabinet/under-shelf lighting (the most frequently overlooked existing source)

Tips for Office and Desktop LayoutThe tools and techniques available to you to improve comfort in your immediate work space may be as simple as moving the wastebasket to a better spot or as complex as changing your computer or other office equipment.

Simple changes, such as rearrangement of items on the desktop or access to light sources, you may be able to do yourself. But it is usually wise to request help for any furniture rearrangement, the rerouting of extension, phone, or computer equipment cords, or other more complex changes.

Some general tips to follow when setting up your work area for comfort and convenience include:1. Place the phone on the same side as your dominant hand (i.e., right side if right-handed, left side if left-

handed).2. Have your computer placed at a right angle to windows (when you face the screen, the window is in

your peripheral vision to the right or left, not behind your computer or behind your head).3. Utilize all available lighting to suit the task at hand.4. If the available lighting is inadequate, obtain additional lighting in the form of a desk lamp, a standing

lamp, an under-shelf light, or another additional light source.

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5. Keep items that you use most frequently easily accessible to you (e.g., heavy manuals that are frequently referenced should be kept between bookends on the desktop rather than stored in a bookshelf across the office).

6. Whatever you are doing, situate yourself in the best way for that given task (i.e., if reading, turn on a desk lamp or under-shelf light, if using the computer near a window with bright sunlight, pull the shades).

7. Utilize tools such as wrist rests, desk lamps, document holders, monitor stands, telephone headsets, or any other available tool to make your work space more comfortable.

Repetitious or Strenuous ActivityAnother way to avoid cumulative trauma disorders is to minimize repetitious or strenuous office activity, and to use exercise and breaks in the repetitious activity you cannot avoid. Even if an activity is not difficult or apparently strenuous, it is still capable of causing a cumulative trauma disorder over a long period of time, if it is performed for long intervals during the day. Common repetitious activities in offices that might fall into this category if performed unceasingly for several hours at a time include:

• Filing• Copying• Typing• Phone usage

Neck tension is an especially common problem caused by holding the telephone between the head and the neck. Use a headset or speakerphone if you use the telephone for extended periods of time.

Obviously, many office jobs involve some or all of those activities. However, if any one of these is performed for a long period of time during the day, you should make a special effort to take a break from the activity at least once every hour. Choose a different task to do for five minutes and it will not only will it lessen your likelihood of developing a CTD, but it will probably perk you up and relieve the tedium of the task.

ExercisesOne of the best and easiest ways to make yourself stronger, relax tense and tired muscles and become more able to resist CTDs is to exercise. At work you can do certain exercises to combat the effects of prolonged office activities and at home you can focus on your overall general fitness and health.

During the work day, get up from your desk and walk around for a few minutes every hour. Walk to the drinking fountain or take a lap around your office floor. As well, try performing a variety of stretches and exercises to help the shoulders, neck, wrists, hands, and fingers stay relaxed and comfortable.

Exercise InstructionsOverall body stretch Stand up, raise your arms over your head, hands close together, and reach for the ceilingShoulder blade stretch Clasp hands behind your head and try to pinch shoulder blades togetherShoulder shrugs Slowly shrug shoulders five times, raising shoulders as far as is comfortableShoulder rolls Slowly roll your shoulders five times forward, then five times backwardHead tilts Slowly tilt head to the right, stopping when you feel the stretch. Then slowly tilt head to the

left. Repeat twice.

Wrist Exercises

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Wrists are so vulnerable and prone to injury in the office environment, that it is especially important to do a variety of exercises for your wrists several times a day if your job involves heavy data entry or keyboarding.Do the following wrist exercises to help avoid carpal tunnel syndrome:

1. Rest forearm on edge of desk and gently bend back wrist by grasping fingers with the other hand, hold for five seconds.

2. Gently press hand flat against desktop, causing wrist to bend as arm is not parallel to desk, but is perpendicular to it. Stretch fingers and wrist for five seconds.

3. Clench hand into a tight fist, then slowly release until fingers are fanned out. Repeat five times.

4. Clench one hand, then cup it from above and apply gentle pressure, but make the wrist stay straight (resistance exercise). Do that with clenched hand palm away, then palm toward the cupping hand, then switch hands and do opposite.

Exercise, Health and Fitness at HomeThe more physically fit your body is, the fewer the problems, ergonomic or otherwise. You will benefit from a daily exercise, health, and fitness program at home. Activity strengthens bones, while inactivity may hasten osteoporosis, which can affect susceptibility to ergonomic disorders. In addition, lack of frequent movement can lead to inter-vertabral disc degeneration (i.e., back problems) from deficiencies in oxygen and nutrients that are encouraged by activity and increased blood flow. To counteract the negative and degenerative effects of a sedentary job, as most office jobs are, develop a regular exercise program.

Section 3: Mental Health

In addition to focusing on keeping our bodies fit and healthy, we should also consider our mental health and state of mind. Poor mental health can make it difficult to function in your day-to-day work, as well as affecting your physical health and well-being.

StressStress is a physical or mental response to the pressures of an event or factors of living in general. Though we tend to speak of it in a negative context, stress can be positive or negative.

Biologically, when stress occurs, your body releases hormones which accelerate your breathing and heart rate, increase your blood sugar levels and blood pressure, and improve blood clotting. Your body gets into a survival mode, readying itself for a physical emergency. This can be a good thing. You have energy and mental agility to get the job done. You are alert and perform well.

As stress continues, your body temporarily adjusts to the pressure. If stress is removed during this adjustment period, your body returns to normal. However if stress goes on for a long period of time your body cannot maintain this state of adjustment and wears out, weakening your defenses to disease. Just like an engine a body cannot run on high speed forever. Some stress adds challenge, opportunity and variety to your life but too much stress can work against you.

Physically stress can cause high blood pressure, pain, breathing trouble, cancer, digestive disorders, insomnia, and fatigue. Psychologically you may suffer frustration, irritability, anger, impatience, anxiety, a lack of self- confidence, poor listening and occasionally violence and alcohol or drug abuse.

Stress can impact your ability to do your job as well. Stress can lead to accidents, a decrease in quality, lack of focus or anger.

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You can deal with stress in the workplace by watching for the warning signs. Once you are aware of what stresses you, you can manage your stress by using one or more of the following stress-reduction techniques:

• Take breaks and learn to relax your mind fully.• Physical tension with exercise or stretching.• Maintain proper rest and diet so that your body is prepared to deal with stress.• Practice deep breathing or yoga to relax body and mind.• Manage your time. Set priorities and do the most important things first or most.• Build your self-confidence.• Know when to ask for help or admit you can’t do it all.• Have fun.• Laugh and cry to release tension.• Avoid taking medication or drinking alcohol to eliminate stress temporarily. Your problem will not really be solved.• Share your stress with others. Talk to a friend, coworker or supervisor.

Mental IllnessMental illness may be difficult to recognize or deal with, but it is not an uncommon problem. Mental illnesses include a wide range of disorders, which can be mild to severe, depending on the individual. Some common mental illnesses that literally millions of people may have include:

• Depression• Manic depression (a.k.a. bipolar disorder)• Schizophrenia• Multiple personality disorder• Neurosis• Paranoia

There are many other mental illnesses as well. If you think you may have one of these or another type of mental illness, you should seek treatment. These illnesses almost never go away by themselves. Seek counseling from a certified mental health professional.

Section 4: First Aid & Bloodborne Pathogens

When accidents, injuries or illnesses occur in the office workplace, you need to know how to respond safely. What you do and how you do it may save the victim's life and maybe even your own life.

Accident ResponseThe first thing you need to know when a workplace accident, illness, or injury occurs is how to respond. Many office workplaces have designated first responders; others rely on local emergency services to administer medical attention if required.

Providing First Aid ServicesIf you experience a minor accident or injury, such as a small cut, you should perform minor first aid for yourself as long as you are able. This minimizes the potential for one person to be exposed to another's bodily fluids and minimizes the spread of bloodborne pathogens. Be aware of the location and contents of first aid supply cabinets in your workplace in case you need them to treat yourself or to help someone else.

If you are a designated first responder at your company, you will have some training in first aid techniques. The other category of people who render first aid are those who act as “Good

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Samaritans” in an emergency situation. Good Samaritans include all of those who voluntarily provide assistance in an emergency.

First Aid TipsThe following first aid tips are offered for designated first responders and Good Samaritans who render first aid services in the event of an emergency:

1. Stay calm. The victim's life may depend on your ability to think clearly, make decisions on treatment and remember the principles of CPR or first aid.

2. Assess the scene to make sure that no other hazards exist that may cause accident or injury to others.3. Keep the victim lying down with the head level to the body, until you know the extent of the injury.4. Look for stoppage of breathing and/or circulation, serious bleeding from wounds, shock, burns, fractures,

and dislocation, evidence of poisonings, and treat accordingly.5. Following the principles of universal precautions, do not allow contact with the body fluids of the victim. Use

face masks for CPR and gloves while performing first aid.6. Check for medical alert emblem or tag worn as a necklace or bracelet to obtain further medical information.7. Keep the victim warm using a blanket or jacket.8. To avoid further injury, do not move a seriously injured person unless it is necessary.9. Do not attempt to give water or other liquid to a conscious or semi-conscious victim.10. Make the victim as comfortable as possible and minimize discussion about the severity of the injuries.11. Call 911 for assistance if needed.

Accident ReportingAfter the immediate needs of a workplace accident, injury, or illness emergency have been dealt with, you or someone else should report the event to a supervisor or manager. Extremely minor injuries, like paper cuts, may not need to be reported. But any situation involving professional medical treatment, time away from work or a near miss of a more serious incident should be reported to a supervisor immediately. Report these even if the injury or illness does not become apparent until after the cause (e.g., carpal tunnel syndrome will take a long time to develop, a paper cut may become infected and require a doctor’s visit to be lanced).

Universal Precautions for Bloodborne PathogensBloodborne Pathogens are microorganisms present in human blood that can cause disease in humans. These include, but are not limited to hepatitis B virus (HBV) and human immunodeficiency virus (HIV), the virus that causes AIDS (acquired immune deficiency syndrome).

Human blood and body fluids are potentially infectious materials. Precautions must be taken when dealing with any situation where these fluids may be present. These precautions are referred to as universal precautions and should be taken for all people, even if they are not sick or do not appear to have a disease.

Universal precautions include the following:1. Wear impermeable gloves when touching body substances.2. Wear any necessary personal protective equipment (gowns, gloves, masks, goggles, etc.).3. Perform proper clean-up with chemical germ killers (commercial germicide or bleach/water solution at 1:10

ratio).4. Use a mouth-to-mask (an oral guard or pocket mask) when performing CPR.5. Wash hands immediately after removing gloves or other protective equipment, and

after any hand contact with blood or potentially infectious fluids. If a sink isn't available for hand washing, wash with soap and water as soon as possible.

6. Do not bend, shear, break, remove or recap any used needle or sharp. Dispose of used sharps in the proper containers. These containers must be puncture resistant, be properly labeled, and have leak-proof sides and bottoms.

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Section 5: General Office Hazards

General Safety Awareness in the OfficeOffices are less hazardous than most production work environments due to the very nature of the work that takes place and the relatively few health and safety hazards in the office environment.

However, the relative lack of obvious threats does not mean offices should automatically be considered safe. People can still perform unsafe acts and create unsafe conditions where there should be none.

Slips, Trips, and FallsIt might seem that an accident due to a loss of balance is pretty uncomplicated. Actually, slips, trips, and falls involve three laws of science:

• Friction is the resistance between things, such as between your shoes and the surface you walk on. Without it, you are likely to slip and fall. An example is a slip on ice, where your shoes can't 'grip' the surface, so you lose traction and fall.

• Momentum is affected by speed and size of the moving object. You've heard the expression, 'The bigger they are, the harder they fall.' Translate that to mean the more you weigh and the faster you are moving, the harder your fall will be if you should trip or slip.

• Gravity is the force that pulls you to the ground once a fall is in process. If you lose your balance and begin to fall, you're going to hit the ground. Your body has automatic systems for keeping its balance. Your eyes, ears, and muscles all work to keep your body close to its natural center of balance. A fall is likely if your center of balance (sometimes called center of gravity) shifts too far and can't be restored to normal.

What Happens When You Slip?Slips are a loss of balance caused by too little friction between your feet and the surface you walk or work on. Slips can be caused by constantly wet surfaces, spills or weather hazards like ice and snow. Slips are more likely to occur when you hurry or run, wear the wrong kind of shoes for what you are doing (like wearing heels in the ice and snow, rather than appropriate boots) or don't pay attention to where you're walking.

Follow these safety precautions in order to avoid a slip:• Practice safe walking skills. If you must walk on or over wet surfaces, take short steps to keep your center of

balance under you and point your feet slightly outward. Move slowly and pay attention to the surface you're walking on.

• Clean up spills right away. Whenever you see any kind of spill, clean it up yourself or report it to a maintenance person. Even minor spills can be very hazardous.

• Be more cautious on smooth surfaces. Move slowly on waxed floors and other very slippery surfaces.• Wear the right shoes. Wear boots in snow, ice, and rain, if possible. You can also increase friction between your

shoes and the surfaces you walk on and increase the amount of surface of your shoe that touches the floor. You can buy textured adhesive strips for the bottom of dress shoes. In addition, you may wish to adopt a shoe style less prone to slips, trips, or falls, such as flat shoes instead of high heels.

What Happens When You Trip?Trips occur whenever your foot hits an object and you are moving with enough momentum to be thrown off balance. A trip can happen when your work area is cluttered, when lighting is poor, or when an area has loose footing. Trips are more likely to happen when you are in a hurry and don't pay attention to where you're going.

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Remember these rules to avoid tripping:• Make sure you can see where you're going. Carry only loads that you can see over.• Keep work areas well-lit. Turned-off lights and burned-out bulbs can interfere with your ability to see clearly.

Notify maintenance staff or change bulbs if you discover them unlit.• Keep your work area clean and don't clutter aisles or stairs. Store materials in closets, file cabinets, or desks.• Arrange furniture so that it doesn't interfere with walkways or pedestrian traffic in your area.• Extension or power tool cords can be dangerous tripping hazards. If they must be used, tape them to the floor or

arrange them so that they won't be in the way for pedestrians.• Eliminate hazards due to loose footing on stairs, steps, and floors. Report loose carpeting, stair treads, or

handrails to your supervisor. Broken pavement or loose floor tiles can also catch a foot and cause a fall.

What Happens When You Fall?Falls occur whenever you move too far off your center of balance. Slips and trips often push you off your center of balance far enough to cause a fall, but there are many other ways to fall. Falls are also caused by makeshift ladders and misuse of real ladders.

Most falls are slips or trips at ground level, but falls from greater heights pose a much higher risk of serious injury. Avoid falls of any kind with these safety measures:

• Don't ever jump down stairs or off a raised platform. Walk down stairs normally.• Help make sure hallways, stairs, and work areas are properly lit. Report missing or burned-out bulbs.• Report stairs or handrails that are loose or broken to the proper personnel in your company.• Don't store things on stairs or in aisles. Keep your work area and surrounding walkways clean. Report hazards in

hallways. • Wear good shoes. Non-skid soles are a good choice. Remember that high heels or platforms are less stable than

flat shoes.

Stairs Another high-risk area for the average worker is stairs. Loss of traction causes the highest number of stairway slipping and falling accidents. Because we use stairs so often, it’s easy to forget that they can be hazardous.

You can protect yourself from injury by doing the following:• Use handrails whenever possible. If you are carrying something and can't grip the rail,

use extra caution.• Don't run up or down stairs or jump from landing to landing.• Don't carry a load that you can't see over.• Report any unsafe conditions promptly. Maybe you can't control lighting or a cluttered stairway, but you can

report them to your supervisor or maintenance staff.• Report broken stair treads, floor boards, or handrails.

Lifting and Back SafetySprains and strains are the most common causes of lower back pain. Your back can be injured by improper lifting of moderate to heavy objects, falling, auto accidents, and sports activities.

Planning ahead makes sense. If you know certain loads will have to be carried from storage, place the objects on racks, not on the floor, whenever possible. That way the load will not have to be lifted from the floor.

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Do not attempt to carry loads that are clearly too heavy for you. Long objects may not be too heavy, but the weight might not be balanced and such lifting could result in back sprain. Such objects should be carried by two or more people.

If the load can be split up into smaller ones, you're better off doing that, even if it takes a few extra minutes to transport the items. Trying to lift it all at once or even in two or three loads may be asking for trouble when the weight is great or when the load is so big it obstructs your line of sight so that you may trip or fall.

If you're working on something low, bend your knees. Keep your back as straight as possible. Bending from the waist can lead to back pain. If you have to use your back, keep your knees bent, your back flat and your chin up. Frequent rest breaks are necessary to keep from getting too much back fatigue.

Improper lifting can lead to pulled or strained muscles, ligaments, tendons, or disks. You can avoid many low back strains and injuries by following this basic procedure for safe lifting:

1. Know where you are taking the object before you begin and make sure the path is clear. If you will be carrying a large object that restricts your view, ask if someone can guide you. This will prevent tripping or bumping into objects.

2. Check to see if the item has handles you could use to lift it. Approach the object in a way that allows you to pick it up with your back straight, not stooped. It is often best to approach the object from a corner.

3. Position your feet evenly, shoulder width apart and bend at your knees, not your back.4. Take hold of the object firmly with both hands and distribute the object’s weight evenly. Make sure you are not

unbalanced.5. Keeping the object close to your body, begin to stand up slowly by straightening your legs. (This will use your leg

muscles and shouldn’t put strain on other areas.) Do not move quickly.6. As you walk with the object, be careful not to twist your body unnecessarily. Take small steps if possible.7. To place the item down, bend your legs not your back. Keep your back straight and your chin up. Be careful to

lower each side of the object to the floor separately. This will avoid trapping your fingers under the weight.

Chairs and LaddersChairs are meant to be used for sitting and are not intended for standing on for any reason. But it's amazing how commonly we can see chairs used this way, to provide that extra reach, to put a book on a shelf or dust the tops of the cabinets. Ladders are the tool that should be used in such situations. While it is uncomplicated and simple to use, you shouldn't take ladder safety for granted. The following points summarize guidelines for climbing ladders at home or at work:

• Don't build makeshift ladders out of chairs, benches, or boxes. If the job calls for a ladder, take the time to find one. • Check the ladder's condition before climbing. Don't use a ladder with broken or cracked rails or dirty, oily rungs. Make sure there’s only one person on a ladder at a time.• Don't place a ladder on boxes or blocks to make it taller. Inspect all ladders for defects before you begin climbing. Face front and use both hands as you climb.• Don't overreach from a ladder. If your belt buckle moves sideways beyond the uprights, you've reached too far—move the ladder. Don’t stand on the top of a step ladder or on the top two rungs of an extension or straight ladder.• Set ladders up properly by using the four to one rule. The distance from the wall to the base of the ladder should be one-fourth the distance from the base of the ladder to where it touches the wall.

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HousekeepingHousekeeping is an essential requirement to ensure that any work area remains safe. In offices, good housekeeping not only keeps the workplace clean and reduces hazards, it also presents a more professional, attractive, and favorable impression to clients, customers, vendors, and others who visit our workplace.

Poor housekeeping presents fire hazards, slip, trip, and fall hazards, and the hazard that you may not be able to find something really important when you need it most. Use the following tips to incorporate such good housekeeping practices into your routine:

• Clean up a little bit every day. Cleaning up as you go is easier than confronting a mountain of accumulated mess.• Keep stairs and walkways clear of debris. Pick up loose objects you see lying on the floor such as pens, coins, paper clips, or anything else, no matter how small, that might present a tripping hazard. Even small items can cause serious falls.• Dispose of broken glass or other sharp objects carefully. If you believe they could present a hazard to cleaning or maintenance staff, put the sharp pieces into another container before putting them in the wastebasket.• Never place boxes, supplies, files or work papers on the floor or on top of cabinets. Store them in approved storage spaces such as file cabinets, desks, or other storage areas. Take care not to stack boxes too high or too tight. Also, clearly label boxes as to their contents.• Keep your workspace arranged so that the furniture is not a blocking or tripping hazard. Consider both placement of the furniture and things such as keeping drawers closed at all times and ensuring that nothing is in danger of falling off a desk or file cabinet.• Don't keep food in your office unless you are eating it immediately. • Create a good filing system, so you can file paper documents as soon as you receive them.

Attire RecommendationsThe following suggested guidelines support optimum safety at work:

• Wear close toed shoes with flat heels, Heels of any height may cause a serious tripping or falling hazard.• Tie back long hair if you will be working near moving machinery parts or any kind.• Wear clothing that is not too loose and not too tight. Loose clothing may cause a hazard by catching in equipment. drawers, etc., while too-tight clothing may cause breathing difficulty and discomfort.

Section 6: Hazard Commmunication

Hazardous chemicals in the office are regulated under the Occupational Safety and Health Administration (OSHA) hazard communication standard, commonly referred to as “Hazcom.” The term hazard communication refers to the intent of the regulation to enforce communication of chemical hazards. Although chemicals certainly aren't as prevalent in offices as they are in some production facilities, they still do exist. The hazard communication standard says you have a right to know what hazardous chemicals you may be exposed to by working with or around them.

The Hazcom standard requires that all chemicals (other than common household cleaners available in consumer quantities only) to which you may be exposed in your office be fully evaluated for possible physical or health hazards. And, it mandates that all information relating to identified hazards be made available to affected individuals. The Hazcom standard requires that the hazards of all chemicals are classified for their physical or health hazards. It mandates that all information relating to these hazards be made available to workers. The standard contains a number of elements: Hazard classification, Safety Data Sheets (SDSs), the written program, labels, and employee training.

The standard applies only to those chemicals which, after exposure, pose either a physical hazard, i.e., one such as flammability, combustibility, or explosivity, or a health hazard, i.e., causing acute or chronic health effects such as skin

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irritation, respiratory difficulty, or even something as serious as cancer. As pointed out previously, not all office chemicals are hazardous. The hazard communication standard doesn't apply to hazardous waste/substances regulated by the Environmental Protection Agency, biological hazards, tobacco products, many wood or wood products, or food, cosmetics, consumer products (when used as consumer products), or certain drugs.

Recently, the Hazcom standard has been modified to correspond with international chemical safety regulations adopted by the United Nations entitled the Globally Harmonized System for Hazard Communication, or GHS for short. OSHA’s deadline for implementing this new rule is June 1, 2016. Under GHS rules, all hazard chemicals must be identified using pictograms on the label, and all labels must be printed in English.

Under this rule, any workplace where exposure to hazard chemicals may occur must comply with the following minimal steps.

1. Identify by name the individual person responsible for assuring compliance with the program.2. Keep an inventory list of all hazard chemicals in the workplace.3. Assure that all chemicals are properly labeled.4. Provide a current Safety Data Sheet for each of these chemicals that is readily available to all employees. Safety

Data Sheets may be printed or in electronic format. Either way, they must be available to all employees at any time.

5. Everyone who works with or may be exposed to any of these chemicals must receive annual training on precautionary measures that must be followed with respect to using these chemicals.

The Safety Data SheetA safety data sheet (SDS) is a fact sheet for a chemical which poses a physical or health hazard in the workplace. SDSs must be in English; use them to find the following chemical information that they must list:

Identity of the chemical (as used on the label) and name, address and telephone number of the manufacturer, importer or other responsible party.

Hazard Identification (including physical, health and environmental hazards). Composition, information on ingredients. First aid measures. Firefighting measures. Accidental release and spill clean-up measures Handling and storage Exposure control, personal protection. Physical and chemical properties, stability and re-activity. Toxicological information (PELs, TLVs, or other exposure limit recommended by the

authorities who prepared the SDS. Other regulatory information (transport, disposal, ecological, etc.).

Labels and Labeling Requirements

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Containers of hazardous chemicals must be labeled in English. A container is whatever the chemical is stored in or is in when you use it. Chemical containers may include spray bottles, aerosol or non-aerosol cans, cartridges (as for toner) and original shipping containers of any type.

Section 7: Office Equipment

While at work, we all use a variety of office equipment that enables us to do our jobs. This equipment ranges from the very simple to the complex, from the electrically-powered to the hand-held and mechanically-powered, from the desktop computer to the stapler.

Each and every piece of office equipment we use has the potential to harm us, if we use it incorrectly, hastily, or without care. For example, the common task of unjamming a copy machine can cause pinch and burn injuries. Most office equipment presents relatively minor hazards, such as cuts or punctures, but some could present a greater hazard, such as electrocution. Whatever the hazard, we should avoid it by thinking about what we're doing and how we're doing it.

General Equipment Use GuidelinesAlthough the following guidelines on usage of office equipment may not apply to every piece of office equipment you use, these guidelines are generally applicable to most office equipment.

1. Only use equipment that you know how to operate. Never attempt to operate unfamiliar equipment without reading the equipment instructions or receiving directions from a qualified employee.2. Make sure equipment that tends to move during operation is secured before use.3. Don't place equipment too near the edge of a table or desk.4. Make sure guards are in place on equipment that requires them (e.g., copiers) before using that equipment.5. Don't use equipment that appears defective in any way.

Basic Electrical Safety TipsFollow these safety tips to avoid the hazards of electrically-powered equipment.

1. Unplug defective electrically-powered equipment and have it repaired as soon as possible. Also, unplug any equipment before performing maintenance or repair.2. Keep electric cables, cords, and plugs clean and free from kinks, cuts, chemical damage, fraying and tears.3. Carry equipment at its base, never by its cord.4. Use extension cords only temporarily (e.g., during remodeling or maintenance). If you need them longer than temporarily, the company should install permanent wiring.5. Avoid running cords through holes in walls, ceilings, floors, doorways, and windows. Additionally, don't string them across aisles or walkways where someone may trip or fall over them.6. Replace equipment with damaged or defective cords, or point out the hazard to your manager or safety manager, so he or she can have it replaced.7. When using electrically-operated office equipment, avoid touching grounded metal objects.8. Do not overload electrical outlets by using extension devices to increase the number of outlets at that socket.

Equipment with Cutting or Puncture HazardsThe following table lays out equipment with cutting hazards and equipment with puncture hazards.

Equipment with Cutting Hazards Equipment with Puncture Hazardspaper cutters staplersletter openers hole punchers

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paper edges uncapped pens and pencilsexacto knives thumbtacks and push pinsscissors spindles (to hold or fasten paper on a desktop)fan blades staple pullerspaper shredders

Follow these general guidelines when using equipment with cutting or puncture hazards:• Use care and precaution when using this equipment, and don't rush through the job.• Use equipment only for its intended purpose, not for activities for which it was not intended.• Always use any safety guards on the equipment, and keep them in place when the equipment is not in use (e.g., close hand-operated paper cutters after each use and activate the guard; keep cap on spindle when not placing a piece of paper on spike).• For the electrically-powered items in this group, make sure the equipment is unplugged before conducting maintenance, repair, or trouble-shooting.

File Cabinets, Drawers, and Other FurnishingsArrange your office furnishings in a manner that provides unobstructed areas for movement as much as possible. In addition, keep the office in good order. Use the following specific tips for file cabinets, shelves, and drawers.

Furnishing Safety tips for use

File cabinets • Open only one drawer at a time.• Close drawers when they are not in use.• Don't place heavy objects on top of cabinets and be aware that things on top may fall off if a drawer is opened suddenly.• Close drawers slowly and use the handle to avoid pinched or crushed fingers.• Fill the bottom drawer first to stabilize.

Shelves • Place heavy objects on the bottom or lowest shelf.• Keep at least 18 inches between top shelf items and the ceiling if a ceiling sprinkler system is provided.• Never climb on shelves. Use an approved ladder to climb or to reach for anything out of reach.

Desks • Keep desks in good condition (free from sharp edges, protruding screws, etc.).• Do not climb on desks.• Keep drawers closed when not in use.• Repair or report any desk damage that could be hazardous.

Copiers, Fax Machines, and PrintersWhen using copiers, fax machines, and printers be aware of and try to avoid the following:

• Flash from copiers • Exposure to the toner used in fax machines• Extended use of copiers due to ergonomic hazards

Eye StrainWhen using video display terminals, eye strain, fatigue, and resulting pain and irritation can occur for a variety of reasons. The following table lists the most common causes of eye strain and ways to eliminate or correct the problem.

Cause of Eye Strain/Fatigue Ways to Eliminate or Correct the Problemextended/uninterrupted use take a 5-minute break each hour, focus on something far away (look out a

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window or across the room, but don't read)incorrect lighting (e.g., glare on screen, not enough light)

position computer screens, draperies and blinds, and adjust lighting to minimize glare

VDT screen problems (not adjusted properly, flickers, jumps)

adjust screen brightness, contrast and display size to meet needs, repair or replace flickering and jumping screens

Section 8: Safety Out of the Office

Many office employees spend a portion of their working time outside of an office environment where they may encounter additional hazards.

Plant/Production Area Safety TipsSome job-related out-of-office environments in which you need to be aware of safety concerns are the plant, production, warehousing, and distribution areas of your company. These areas require a high level of alertness and safety awareness, because they usually present more hazards than a typical office environment. Be alert for:

Use of hazardous substances or processes Moving machinery and equipment Materials-handling equipment or other vehicles

Forklifts can weigh thousands of pounds and cannot stop or swerve quickly. Because you may find yourself walking in areas used by forklifts and other material-handling vehicles, it is important for you to become a 'safety-conscious pedestrian' when you are in the plant environment. Follow these do's and don'ts to stay safe where these vehicles are present:

• Use designated pedestrian walkways. • Look out for forklifts and give them the right of way. • Listen for horns and other warning devices.• Use any provided mirrors to assist you with vision around corners.• Do not walk in front of, behind, or beside a forklift. It is best to wait for a forklift to pass and continue on your way.• Never walk or stand under a raised load. Like the forklift itself, loads can weigh thousands of pounds and could topple from the forks.• Never hitch a ride on or play with a forklift. Workers have been killed doing these things.

The following apparel tips should be followed in any plant environment where you may encounter moving machinery or equipment. Your company may have a more specific dress code for work in this environment. If so, make sure you know it and follow it. Otherwise, when leaving office areas to do work in production, distribution, or warehousing areas of the company, the following dress code is suggested:

1. Wear safety glasses where required.2. Men should tuck in their ties or remove them completely. Women should remove heels and wear flat shoes, preferably with a rubber or other type of non-skid sole. All employees should don steel-toed shoes and hard hats when going into a construction yard or in areas where objects may fall or swing into a person’s head.3. A head covering or hair net should be worn in any areas where food is being processed or produced.4. Employees who may work directly on or with machinery should remove rings, wrist watches, bracelets, and necklaces. In addition no loose or ragged clothing of any kind should be worn when working directly on machinery.

Vehicle and Driving Safety TipsAnother out-of-office safety topic almost all of us must consider is vehicle and driving safety.

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You may be called upon to drive in the course of your work, to meet with clients or to pick up or drop materials or supplies with a vendor or customer. However you use vehicles in your workplace, some basic precautions in their care, maintenance, and operation will make you safer.

Driving Tips Maintenance/Planning Tips Inspect the vehicle, clean the glass and adjust all

rearview mirrors before each trip. Always wear your seatbelt. Drive for the weather conditions. Keep a safe following distance (one car length for every

10 m.p.h.). Respect other drivers (use signals in advance of turns,

don't cut others off, don't brake suddenly, use appropriate lane for your speed, etc.).

Use your mirrors often and appropriately. Always check for blind spots in traffic and try to stay

out of others' blind spots. Stop driving and take a rest if you become very tired. When arriving, park in a safe place and lock the car. Match speed to general traffic flow.

Keep a map in the car. Make sure your tank is adequately full for your journey. Have stocked and accessible emergency and first aid kits. Make sure all vehicle fluids are checked and maintained

as necessary (this will vary for type of fluid and type of vehicle).

Read the owner's manual, and make sure it is in the car. Plan your route in advance, if possible. Call ahead, if someone expects you. Have your insurance papers or card with you (some

states require this). Look ahead on the road, so you spot hazards in advance. Bring food and drinks for long journeys.

Section 9: Security

In the society we live in today, security cannot be emphasized too much. We need to protect ourselves from violence and our property from theft. Acts of workplace violence may be committed by an employee, or by someone from outside the company such as a relative, acquaintance, customer, patient, or client.

If you are ever confronted by an upset or hostile employee, follow these procedures to minimize the risk to yourself and others by the potentially violent person.

If confronted by an angry or hostile customer or co-worker:

1. Stay calm. Listen attentively.2. Maintain eye contact.3. Be courteous. Be patient.4. Keep the situation in your control.

For a person shouting, swearing, and threatening:

1. Signal a co-worker or supervisor that you need help. (Use a duress alarm system or prearranged code words.)

2. Do not make any calls yourself.3. Have someone call the security guard, or local police.

For someone threatening you with a gun, knife, or any other type of weapon:

1. Stay calm. Quietly signal for help. (Use a duress alarm or code words.)2. Maintain eye contact.

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3. Stall for time.4. Keep talking—but follow instructions from the person who has the weapon.5. Don't risk harm to yourself or others. 6. Don't ever try to be a hero.7. Never try to grab a weapon.8. Watch for a safe chance to escape to a safe area.

Elevator SecurityElevators present special security risks, because they are a small enclosed space in which it may prove difficult to protect yourself. Yet in many office buildings elevators provide the only logical transport up many flights. Because everyone uses elevators occasionally, and you may even use them daily at work or where you live, follow these guidelines to protect yourself:

1. Never get into an elevator if you see a suspicious person in the elevator. Should you arrive at your desired floor and see a suspicious person lurking on the floor, don't get out. Take the elevator to another floor where there are other people.

2. The safest way to ride is with someone you know, someone who works in or visits the building.

3. When entering an elevator, always position yourself within hands reach of the control panel. This will enable you to hit the alarm button should the need arise.

4. Avoid taking the elevator to the basement, especially at night.

Parking Lot SecurityParking lots are another work-related area that can be dangerous. Both theft and violence threats are possible, especially at night and in enclosed parking structures. Keep these tips in mind to avoid theft and violence in parking lots:

• Always lock your vehicle. In addition, if you have a car alarm, always use it.• Look for suspicious persons or strange vehicles before leaving the building.• Walk confidently and purposefully.• Observe an area as you approach it. Look around your car and in the back seat.• Park in well-lit areas. Avoid parking in dark pockets if you'll be coming back after dark.• Use emergency phones/alarms if you see anything suspicious.• Have your keys in your hand as you approach your car.• Don't go to the parking lot alone, especially after dark. Find a friend to walk out with or ask for building security to escort you if it is late at night.

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