OFFICE SAFETY

OBJECTIVES
At the end of this session, course participants
will be able :
To list 4 categories of hazards in office
To list at least 7 safety and health measures
in office

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SCOPE

Hazards in the office

Accident and illness
Office Safety and Health measures
Statutory provisions
Conclusion

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INTRODUCTION
The office is usually assumed as a safe workplace,
which does not pose any risks to worker occupational
safety and health.
However, similar to other places of work, the office is
not exempted from physical, biological, chemical and
ergonomics and psychosocial hazards.
The presence of these hazards can cause the
occurrences of accidents such as falling, crushing,
collision and other problems such as musculoskeletal
diseases and eye fatigue

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HAZARDS IN THE OFFICE

Hazards that exist in the office are as
follows:
Physical
Chemical
Biological
Ergonomic
Psychosocial

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Physical
Electrical
Tools/machinery
Ventilation
Lighting
Radiation
Temperature
Fire

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Chemical
Dust-from new furniture, carpets
Gas and vapors from :
solvents
production of ozone by photocopier
machines and laser printers
new furniture (formaldehyde)
cigarette smoke

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Biological
From the air conditioning system
Bacteria/virus [waste food, domestic pests
(mice)]
Ergonomic
Physical strain
Mental stress
Use of tools such as computers, tables, chairs
and inappropriately designated equipment
Lifting of loads (ex: carrying files, boxes)
Washing and cleaning of the floor
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Psychosocial
Mental stress
Interpersonal relationship

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ACCIDENTS AND ILLNESSES

1)
2)

3)
4)
5)
6)

Falling from height while arranging or removing a file

from a high rack
Falling from the same level slipping or tripping over
obstruction such as electrical wires or damaged
carpets on the floor
Fire short circuits, cigarette butts
Kicking objects in working pathways open cabinet
drawer, box on the floor
Contact with hot surface or electric current exposed
wire
Exposure to chemical substances glue, solvent

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7) Exposure to radiation ultraviolet, excessive

sunlight and video display unit
8) Contact with sharp objects knife, scissor,
paper cutter
9) Repetitive strain injuries using computers,
lifting weights either manually or using
equipment (trolley)
10) Biological problems sick building syndrome,
virus, bacteria, animal or insect pests
(cockroach, rats), plant, live decorations
11) Problems with senses sight (glare), smell,
hearing (deafness), vibration
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OFFICE SAFETY AND HEALTH MEASURES

Among the steps that may be taken by employers to avoid
the occurrences of accidents and the threat of illness due
to presence of hazards at the workplace are as follows :
a) Formulate a written safety and health policy
b) Establish a safety and health committee that includes
representatives of both management and staff
c) Train employees in aspects of occupational safety and
health (ex: fire drill, manual lifting of weights)
d) Prepare an occupational safety and health guidebook
for staff

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e) Prepare and enforce safety and health rules (ex:

prohibition on smoking)
f) Prepare work safety procedures for high risk work
activities (ex: arranging files on high racks)
g) Inspect and monitor workplace conditions by using
checklists from time to time
h) Formulate an emergency response plan (ERP) including
building plans indicating exit pathways, emergency
assembly points and other
i) Establish and train an emergency response team (ERT)
j) Improve housekeeping at the workplace so that it is free
from physical hazards
k) Improve the layout of office equipment and fittings
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l) Provide sufficient access to allow employee movement

m) Provide suitable mechanical tools for lifting weights
according to task requirements
n) Properly maintain tools and machinery to ensure safe
o) Designate separate areas to store hazardous materials and label all
containers of materials
p) Provide emergency equipment (fire extinguishers, hose reel, alarm,
first aid box)
q) Send staff for health examinations or counseling so that health
problems can be detected at an early stage
r) Provide induction training stressing on aspects of safety and health to
new staff
s) Obtain full commitment from employer and staff to improve the level
of occupational safety and health at the office
t) Hold occupational safety and health campaigns at the office from
time to time
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STATUTORY PROVISIONS
a.

b.

c.

Occupational Safety and Health Act 1994 (OSHA

1994)
Section 15, duty of employers to ensure safe and
healthy system or work
Guideline on Office Safety
Published by the Department of Occupational
Safety and Health (DOSH)
Electricity Supply Act 1990
Provisions related to safe use of electricity

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d. Emergency Services Act 1988

Provisions related to safety in fire
prevention
e. Uniform Building By-laws 1984
Provisions related to building safety in
terms of design and construction

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CONCLUSION
The objectives of ensuring safety in the office are to
prevent the occurrences of accidents and avoid
illness
These accidents and diseases may be prevented by
taking proper measures in safety and health when
working
There are several legal provisions and guidelines that
outline safety and health. It describe specific and
general safety measures that need to be taken in
workplace situations
A workplace that is free from hazards can help an
organization increase productivity as well as reduce
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medical and other related costs
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