The use of personal computers in the office has grown considerably over the past decade.
But despite the obvious advantages of using new technology, allegations of miscarriage due to excessive visual display unit (VDU) use (although there is, as yet, no concrete proof that a hazard exists), facial dermatitis, visual discomfort, mental stress and injuries sustained by PC users are now common, forcing employers to look again at the human cost of PC use. High levels of absenteeism, stress and low productivity all have their roots in badly designed work areas, systems and procedures.Cases upheld against employers, such as British Telecom and the Financial Times, which paid substantial damages to victims of repetitive strain injury (RSI) after prolonged data keying, have heightened corporate and individual awareness of the potential dangers of a poorly designed work environment. Computers are now perceived as the source of two major health threats: RSI (which is the most commonly reported occupational disease in the United States of America) and damage caused by monitor radiation.
RSI, also known as work-related upper limb disorders, (WRULDs), arises when a small group of muscles is used to perform intense, rapid movements over a long period, for example, intensive data keying. This condition produces a painful tingling sensation in the wrists and forearms which, if neglected, can become more serious. If muscle-scarring occurs, RSI may become irreversible, leaving sufferers with no alternative but to leave their jobs.In 1984 Sandie Maile's career as a secretary almost ended when acute pain in her wrists stopped her from typing and despite medical treatment, the pain returned every few weeks. Only three years ago did she manage to resume working normally after switching to the innovative Maltron keyboard (which was design and invented by Lilian Malt and Stephen Hobday) and taking regular breaks from typing. Companies using the Maltron keyboards include Boeing, British Gas, the Inland Revenue and Lincolnshire County Council.
Another option is the Apple Adjustable Keyboard which is similar to existing keyboards.It should also be noted that employees working with computers and word processors who suffer eye problems or headaches which they believe are caused by screen work can claim from the company the cost of professional eye tests and any special glasses or lenses prescribed as necessary for working with the equipment. Before starting screen display work, staff will be entitled to a professional eye test and then further tests at regular interval or at any time during their employment if they feel they are suffering eye problems or headaches which could be due to screen work.Problems have also occurred with some employees through the use of a mouse, whereby pain may be incurred through holding the small casing for a considerable length of time.
Ergonomic mice are now on the market which are typically larger and rounder to provide an easier grip. An alternative to the mouse is the trackerball which is essentially an upside down mouse with a larger ball. The trackerball remains stationary while the user rotates the ball to move the pointer on the screen. Overcoming RSI and other health problems means prevention rather than cure.
Ergonomic accessories, such as wrist rests or the special keyboards or mice mentioned, can help, but to be truly effective ergonomics must be applied holistically, to the entire working environment. Designing an "ergonomic work station" remains fraught with difficulties as the terminology is poorly defined and the benefits unclear. Legislation defines "work station" as the immediate working environment of the user, including desk space, lighting, modem, printer, desk, chair, keyboard, other peripherals and software. An ergonomic work station must therefore take all these factors into account.The European Community and the UK's Health and Safety Executive have been compiling data over several years from the workplace and independent laboratory tests to formulate a directive which will provide protection for employees without crippling business initiative.
The result is EC Directive 90/270 which came into force on 1 January 1993, dealing specifically with computers that are in general use in offices. This sets new health and safety standards, the implementation and maintenance of which will be the responsibility of government, employers, employees and manufacturers.In the event of non-compliance, large fines can be imposed, with company directors held personally liable. Under the new laws, employers will have to provide health and safety training and information for users of display screen work stations including information on the importance of correct posture; how and why to adjust furniture and equipment; sensible layout of work station equipment; requirements for screen cleaning and other maintenance; importance of breaks and/or changes of activity; and the need to report any problems promptly.Employees will have the right to regular breaks from screen work. In some cases this may mean having to change staff's work practices to reduce their exposure to continual word processor or computer-type work.
However the actual period of time that a user should work at his/her computer screen without a rest break is not actually defined by the new legislation. Unlike some other European countries, in transposing the 90/270/EEC directive into national law, the United Kingdom did not define a 'user' in terms of the duration of terminal use.Instead it is defined by the extent to which his/her job requires daily, intense or prolonged use of the VDU, independence on the terminal and the consequences of errors. This approach implicitly acknowledges that the possible health and safety consequences of computer terminal use are influenced by the systems of work organisation. Regulation 4 of the new legislation states: 'Every employer shall so plan the activities of users at work in his undertaking that their daily work changes of activity reduce their workload at that equipment'.
Therefore the key to compliance with these new requirements and to the prevention of RSI is more the concept of changes of activity rather than on 'rest' breaks. Paragraph 45 of the guidance on the regulations notes: 'It is not appropriate to lay down requirements for breaks which apply to all types of work; it is the nature and mix of demands made by the job which determine the length of break necessary to prevent fatigue. ' The guideline emphasises that where possible, intensive display screen work should be broken with periods of non-intensive, non-display screen work.There is also a legal requirement for software to be suitable for the task, easy to use and adaptable to the user's level of knowledge or expertise. Comfortable working temperatures must be provided with a recommendation of temperatures between 20 and 25 degrees centigrade during the winter. Summer heat should be reduced by the provision of window screens and windows should be openable to provide additional air conditioning.
Humidity should be maintained at around 50 per cent.It is the employer's responsibility under the new legislation to evaluate staff computer work stations to determine whether they are likely to cause health and safety problems. Any risks must then be reduced to the lowest extent reasonably practicable. Typical risks identified by the Health and Safety Executive include muscular aches and pains, visual discomfort and mental stress.
Screen work encourages fixed postures as people adapt to the equipment, furniture or environment. Even when seated, muscles work to support the head, hold the body upright and to keep the arms and hands in the right position to type.Actually this static muscle work is more tiring than the dynamic muscle work involved in walking, lifting and moving about and may result in temporary aches and pain or they may develop into chronic disorders, for example RSI. To overcome this, adjustable desks and chairs should be used which conform to the 1992 Health ; Safety Regulations. Chairs should not have arms so that they can be drawn under the desk, should have a high-supported back, posture-curved seat, be able to swivel and have castors for user movement.
The height of the desk should allow the operator to position his/her knees underneath comfortably and should be large enough to hold all the required hardware with space left to use the mouse, do paperwork and carry out other office duties. The keyboard should be set at the user's required height, angled using the keyboard's back leg and set back from the computer. Avoiding prolonged and excessive discomfort is ultimately the key to risk reduction and problem prevention.Visual discomfort is also common amongst users and although VDUs cannot damage the eyes, users may experience tiredness, red or sore eyes and headaches. Typical causes include poor screen quality, inadequate control over natural light (especially direct sunlight), inappropriate artificial lighting, prolonged intensive work and uncorrected visual defects.
Reflectors should be used to push artificial light out at 45 degrees. This will avoid glare and allow wider spacing of ceiling fittings, with a lighting ratio of 800 lux per square foot being the overall aim.Lights should be above the VDU which should not be operated against the background of a window. Screen filters made from polarized glass can be added to reduce screen glare (up to 80 per cent) and enhance screen contrast. The display unit should be capable of revolving on its base so the user is able to view it at different angles.
Mental stress risks include stresses from environmental problems as well as poor job design, unfriendly computer interfaces and organisational problems. It can also be caused by poor/inadequate training of how to operate the system efficiently.Risk assessment involves identifying potential hazards and evaluating the likelihood and severity of the risk to the user's health. It should be comprehensive and cover job design, work organisation and individual factors which may affect risks to health and must be appropriate to the level of risk. If staff work intensively with display screen equipment, performing highly complex work with little variation and frequently complain of problems, then a detailed assessment will be required.
Three levels of assessment may be appropriate, depending on the complexity of the situation, the incidence of problems or the apparent risks. The first level involves a trained assessor scrutinising checklists completed by the users. If these indicate that all is well, no further action is needed at the time. If problems are reported, or if the equipment and work stations do not meet the minimum ergonomic requirements set out in the schedule, a second level of assessment may be required.
This involves a trained assessor working through a detailed checklist, recording systematically the potential hazards, the risks that arise from display screen use and the extent of these risks. They should also identify suitable remedial action. Where the assessor is unable to deal with a complex situation or where major changes may be required, specialists with professional qualifications in an appropriate discipline should be called in. It is not necessary to be a qualified ergonomist to conduct assessments, but some training in ergonomics is required. Many users benefit from simple changes to their work station or task.
Altering the position of a screen to avoid glare, for example or re-arranging the equipment at the work station to provide more postural variety may cost nothing but achieve a great deal. Again, the message is that ergonomics is a holistic issue. The threat of RSI and the demands of new Health and Safety legislation mean we cannot afford to ignore ergonomics. Despite the apparently high initial costs, continued neglect of the working environment may show itself in possible litigation as the laws are now in place to enable workers to take the initiative themselves.
