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WI-SCNL-HSE-053-E
Saipem Contracting Nigeria Ltd. WORK INSTRUCTION
Rev. 01
Date 01/12/10
OFFICE SAFETY
Page 1 of 21
OFFICE SAFETY
WI-SCNL-HSE-053-E
01/12/10
01
HSE
Date
Revision
Description of Revision
Prepared
A.Lapomarda
G. Ravaioli
HSE
QHSE
Checked
Approved
This document is the property of Saipem who will safeguard its right according to the civil and penal provision of the law
Date 01/12/10
OFFICE SAFETY
Page 2 of 21
Summary of Revisions
Date
Revision
Description of Revision
29/11/10
00
01/12/10
01
Prepared
Checked
Approved
John C.
A. Lapomarda
HSE
HSE
G. Ravaioli
QHSE
HSE
A. Lapomarda
HSE
G. Ravaioli
QHSE
Date 01/12/10
OFFICE SAFETY
Page 3 of 21
INDEX
1.0
SCOPE ...................................................................................................................................................... 4
2.0
REFERENCE............................................................................................................................................. 4
3.0
DEFINITIONS ............................................................................................................................................ 4
4.0
RESPONSIBILITIES.................................................................................................................................. 4
4.1
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
5.0
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
6.0.
7.0
8.0
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1.0
SCOPE
The purpose of this document is to provide a general guide line for safe working in office environment and
to prevent and control risks to health arising from exposure to hazards at work.
This document briefs minimum HSE standard for selection and for procurement purpose of the items that define
an ergonomic workplace (that consist of desk, monitor, keyboard) for those people that use VDT.
Also it outline HSE requirement to maintain the office facility.
2.0
REFERENCE
CR-COR-HSE-076-E
CR-COR-HSE-077-E
MAN-SCNL-HSE-001-E
WI-SCNL-HSE-046-E
3.0
DEFINITIONS
VDT
VDU
DSE
ERR
Manual Handling
Activity involved in either the physical lifting of a load or the application of static or
dynamic force by one or more people. For the sake of this document, the term also
includes repetitive movement and long-term static postures
Ergonomic
EN
European Standard, which has been produced under a mandate from the European
Commission and adopted by Member States.
4.0
RESPONSIBILITIES
4.1
Provide adequate resource to ensure the minimum describe standard on this document are met.
He also ensures that the Senior Managers/Sectional heads in his Site implement this in respective section.
4.1
Site/Construction Manger
They act as Asset Holders and shall assume overall responsibility for the offices within their asset boundaries.
This shall include monitoring services to maintain the integrity of the buildings and equipment installed in them.
Provision adequate safety signs are an Asset Holder responsibility where he will be assist by HSE
department.
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4.2
Department Heads
Shall ensure that all personnel within their organisations are aware of, and understand, the requirements set
out in this standard and that office working is carried out in full compliance with it.
Shall verify safe office operating and compliance with the standard by periodic facilities inspection.
Ensure any new, transferred employee in his/her department has attended safety induction before
commencing the work activity.
4.3
Persons who hold Sectional Head position within an office organisation shall ensure that:
Personnel for whom they are responsible are aware of potential hazards in an office environment.
All new or transferred personnel receive induction training
Personnel are trained to use equipment they are required to operate.
Safety defects and incidents are reported promptly.
Personnel respond properly to fire alarms and follow emergency procedures.
To encourage positive behaviors & early reporting of discomfort or adverse health effects amongst staff.
4.4
HSE Supervisor
Camp Boss/Supervisor
He should ensure the services of maintain the integrity of the buildings, escape ways, surrounding
environment and equipments such as electrical systems, ventilation systems etc. installed in them.
He shall ensure that anomalies, defects reported been attended and closed out effectively.
He shall carry out routine inspection to confirm the hygienic standard is maintained
4.6
ICT
Health Coordinator
To prepare reports on the results of ill-health caused by exposure to VDU hazards, ergonomic posture or any
health hazard related to office set up.
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To communicate key VDU-related issues and to actively collaborate in finding control solutions as required
To assist in providing training and awareness program as required
To provide rehabilitation support to personnel as required
4.8
All Employee
All personnel are responsible for knowing the safety requirements for the office in which they work, for knowing
what emergency arrangements are in place and the response required, and for maintaining a safe environment at
their work station. They should follow minimum general office safety rule enclosed Appendix 1.
Any employee who observes a condition and/or practice which he/she considers or suspects is unsafe or could
lead to an incident shall report it immediately to his/her supervisor/manager or HSE department. It advisable to
use Unsafe Act-Condition reporting format provided in Appendix 3, to ensure proper tracking of action item.
Printed UA-UC form is available with HSE department, Supervisor/safety officers which can be used for reporting
purpose.
5.0
DESCRIPTION OF ACTIVITIES
5.1
HSE Training
All new employees, transferred staff members, temporary staff and contractors shall receive HSE Induction
training as soon as arrival on site. The type of training during induction is detailed in HSE Orientation and Site
Induction procedure, GP-SCNL-HSE-023-E).
Specialist training shall be provided for personnel allocated HSE duties in addition to their normal scope of work
(fire fighting, fire wardens, first aid, etc.) and to personnel whose normal work exposes them to identified hazards.
5.2
PPE is not mandatory for office staffs or while carrying out normal office duties. How ever if any maintenance
work carried out by other sectional crew and then PPE is mandatory related to the task and specific hazard.
Also staffs working at office intend to visit any of work location, industrial area they must abide the PPE
requirement respective to such location.
Type of PPE requirement in line with job position and task requirement is described in detail SCNL PPE
Procedure, GP-SCNL-HSE-007-E).
5.3
Office Areas
Safety signs giving information and instruction about escape routes, emergency actions, etc. shall be
prominently displayed. Arrangements shall be made to keep signs up to date. Where as arranging the inspection
and maintenance of any office facility, barricading and provision of respective safety sign is responsible of the
work supervisor. Safety office/supervisor should ensure such requirements are met.
Floors shall be kept free from obstruction or material likely to cause a person to slip, trip or fall. Floors shall be
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regularly maintained and worn or loose floor coverings repaired, or replaced with material which is non-slip, fire
retardant and anti-static.
Stairways and corridors shall not be used for the storage of goods and materials.
Roof access shall be controlled and only achieved with the permission of the relevant Asset Owner or Supervisor.
Special permission shall be obtained and suitable precautions taken for maintenance access to roof-mounted
communications aerials and antennae.
A safety notice board shall be installed in each main building area in a position which gives optimum exposure
to personnel. Arrangements shall be made to keep the board up to date and typical items on the board is listed
below but not limited to:
HSE Policy and Objectives
HSE promotional posters
HSE performance statistics
General HSE information (Safety Alerts etc)
Note: The safety notice board may be also section of departmental/main notice board
5.4
Office Equipment
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users are the result of fatigue. Application of the ergonomic parameters listed below will minimise fatigue and
reduce the health risk from bad body posture. Fore more clarity a pictorial ergonomic risk reduction for computer
working station is mentioned in Appendix 2.
Adjust the height of the work surface or chair to give adequate thigh clearance under the work surface.
Position the keyboard so that the user's forearms are approximately horizontal with an angle of 70-90o at the
elbows.
Position the screen centrally at right angles to the line of sight so that the user's eyes are looking down at an
angle of 15-20o. VDUs with tilt and rotate features facilitate correct positioning.
Position the screen at a distance of 40-70cm from the user's eyes.
Use a height adjustable, swivelling chair with an adjustable backrest; chairs without armrests are
recommended for full-time VDU users.
Ensure adequate indirect lighting levels (300-500 lux) at the work station.
The optimum relationship between VDU and user is illustrated below;
Note: All the electronic devices, VDU must be marked CE and declaration of EC conformity is
mandatory.
5.4.3
Photocopiers, laser printers and other office copying machines are essential to modern offices and this guidance
material will assist workplaces in providing safe and healthy printing and copying facilities. Photocopiers and laser
printers may present the following Hazards:
Ozone: Ozone, an unstable form of oxygen is produced in small quantities during the photocopying or laser
printing process and can irritate eyes, lungs, throats and nasal passages if present at above 0.1 ppm
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Risk Control
Buy a photocopier or laser printer with low ozone emission specifications and/or fitted with an activated
carbon filter.
Locate the photocopier or laser printer in a well ventilated area (an enclosed room may need mechanical
ventilation).
Toner: Toner, which may contain powdered carbon black, can be spilt during maintenance or refilling the drum.
Short term exposure to high dust levels can cause coughing and sneezing.
Risk Control
Use containerised toner systems and automatic shut-down devices on waste toner compartments.
Use Nitrile/Vinyl gloves and Dust Mask (FFP1) during toner replacement activities.
Bright light: The very bright light produced by photocopiers may cause eye irritation if viewed directly. The
intermittent light may disturb people working nearby.
Risk Control
The document cover shields operators from the intense light produced by photocopiers-use the cover at
all times.
Situate the photocopier away from other workstations as far as practicable, to minimise disturbance.
Heat and noise: Heat and noise generated by photocopiers can cause operator discomfort and may be a
nuisance to nearby workers. Burns from hot components may occur during operations such as clearing paper
jams or miss-feeds.
Risk Control
Locate photocopiers in a well ventilated room away from other work areas.
Switch off copier and allow components to stand for a few minutes to cool before attempting to remove
paper.
Use non-metal tongs to remove paper and ensure machine is switched off.
Solvent Vapours: High concentrations of solvent vapours from some specialized equipment such as diazo
printers may cause nausea, headaches or poor concentration, particularly in poorly ventilated rooms. Irritation to
eyes, skin and respiratory tract can also result from exposure. Contact dermatitis may occur when handling
chemically treated papers or some wet-process chemicals.
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Risk Control
Locate printer in a well ventilated room with a filtered air exhaust system and if necessary, provide mechanical
exhaust ventilation.
Obtain a material safety data sheet (MSDS) from your supplier for information about handling, storage and
toxicity of chemicals used.
Wear suitable gloves and liquid/aerosol mask protection (refer to MSDS) to avoid chemical contact with skin
when handling chemically treated papers or wet-process chemicals and to avoid to breath toxic vapours.
Very small particles: Some laser printers emit very small particles. Further work is required to establish the
nature of these particles, which will also help determine any risks to health.
Risk Control
Locate printers in well ventilated areas away from workstations, as far as practicable.
Physical Discomfort and Strains: Long periods of photocopying or collating in badly designed work area can
cause physical discomfort and strain.
Risk Control:
Store boxes of photocopy/printing paper between knee and shoulder height to make lifting and carrying easier.
Equipment should be installed in an adequately ventilated area to facilitate safe removal of any dusts, gases or
vapours.
There should be adequate space around copiers to allow for good airflow and to facilitate maintenance.
The working surface of the copier should be at a comfortable height for the operator.
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5.5
Furniture
Chairs
Shall be designed and constructed for optimum comfort and posture, and should have adjustable back support. In
essence, as a result of regular use of VDUs the chairs must have height & backrest adjustable features. . Each
leg of the chair must have an appropriate caster for the type of flooring at the workstation.
The below table suggests the best height settings in function of the operator height. Chair height is the distance
from the floor to the upper part of the surface of the chair. The operator should be able to put his feet on the floor,
sit upright with .good back support low to the operator to adjust it to his body so he can sit comfortably for long
periods of time; the chair should have a strong, five-legged base in order to guarantee stability. The picture
below shows an example of a chair suitable for VDT operators.
Operator Height
Chair height
cm. 145
cm. 39
cm. 150
cm. 40
cm. 155
cm. 42
cm. 160
cm. 43
cm. 165
cm. 45
cm. 170
cm. 46
cm. 175
cm. 47
cm. 180
cm. 49
cm. 185
cm. 50
cm. 190
cm. 52
cm. 195
cm. 53
cm. 200
cm. 54
cm. 205
cm. 55
Table
The desk should have enough room for the things of daily use. It should have a height that allows resting
forearms; the height form the floor should be not less than 72 cm. The surface must not reflect the light (hence
made of matt materials), with a thickness of 20 - 30 mm, with rounded edges in order to avoid mechanical
pressures on the wrists. Following diagram provide set standard for VDU table;
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Filing Cabinets
The main safety hazard associated with it is toppling over and this can be eliminated by:
-
Storage cabinets
Have associated hazards similar to filing cabinets and these can be eliminated by:
-
storing items inside the cabinet, not on top where they can fall off,
Note: Only purpose built stools and stepladders shall be used for access to high objects
5.6
Materials
Pointed and sharp objects such as drawing instruments, scalpels and scissors shall be stored in cases, boxes
or covers when not in use. The use of naked razor blades is not permitted.
Minimum quantities only of chemicals and flammable materials such as photocopier fluids, cleaning fluids, oil
samples and lubricants shall be kept in offices. Containers for these materials shall be labelled in accordance with
the requirements of HSE Standard for Safety Signs and Colour Codes. MSDS cards shall be placed alongside
these chemicals for ease of reference.
Stationery shall be stored on suitable racking or shelving in accessible areas to minimise the likelihood of back
injury as a result of having to use awkward lifting techniques.
Waste bins shall be provided for paper. Used Printer cartridge and other empty chemical container should kept
separately along side waste bin and shall be disposed separately.
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5.7
Office Services
5.7.1 Domestic
Cleaning services shall be provided daily at regular intervals with waste/refuse removal.
Floor and surface cleaning carried out at least twice a week. Toilets and washrooms shall receive hygienic
cleaning on a daily basis.
Cleaning contractors shall meet all relevant HSE Standards and shall attend HSE induction training.
5.7.2 Roads and Car Parks
Roads systems shall be clearly marked with speed restrictions and appropriate road signs and markings. Integrity
of road surfaces and markings shall be maintained. Car parks shall be clearly marked and maintained.
The maximum speed limit inside the Base premise is 20 Km/hr where at industrial yard area (Fabrication shop
etc.) it is 10 Km/hr.
5.7.3
Security
Security personnel shall at all times be on duty on daily basis. Specifically, night shift security personnel shall
check the security of locked doors during the course of their patrols and any fire or safety hazards detected during
night patrols, off work time shall report to control room immediately to initiate fire emergency response.
5.7.4
Buildings Maintenance
Systems for periodic maintenance of structures and equipment shall be established and appropriate records kept.
Access to maintenance areas within office buildings and to any maintenance workshop facilities shall be restricted
to authorised personnel.
5.7.5
Waste Disposal
Waste shall be disposed of in accordance with the requirements of SCNL Waste Management Procedure (GPSCNL-HSE-005-E).
5.7.6
Defects and Repairs
Requests for defect repairs in office premise shall be submitted to Camp Boss office by filling Defect Repair
Request Form as the case may be, such as faulty furniture, worn curtains & carpets, notice boards, door keys,
electrical connections, lights etc.
Except electrical lights, connection for new supply of such items, requests shall be raised by the nominated Focal
Point for that office (Department Head), duly approved such request and submitted directly to the appropriate
Office Services section for action.
5.8
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Heating appliances which have been approved for use shall be placed on a stable, flat surface raised off the floor.
Fire/security doors shall normally be kept closed when not in use; the exception to this requirement is when the
doors are fitted with remotely operated, magnetic hold-open devices.
Smoking inside the offices is prohibited and SCNL No Smoking policy shall apply. Occupants should ensure to
switch off all electrical equipment, lights before leave the office.
The Asset Holder shall ensure that a programme of regular maintenance for all fire detection system and records
kept of inspections, adjustments and repairs.
5.8.2 Fire Fighting Equipment
Fire fighting equipment shall be strategically located and identified with appropriate signs. Portable fire
extinguishers shall be retained by wall-mounted brackets placed at a convenient height. Access to fire
extinguishers and hose reels shall be kept unobstructed at all times.
5.8.3 Escape Routes
Escape routes shall be clearly identified and kept clear of obstructions at all times. All emergency exit doors shall
be marked clearly with the door key strategically assessable.
5.8.4 Fire Wardens
In event of adequate number of dedicated fire fighting team is not available at site, fire wardens shall be trained
and appointed to ensure that, in the event of an emergency requiring evacuation of the office, all personnel have
been evacuated and accounted for this. Information of appointed fire warden has to be posted on the appropriate
safety notice board.
Fire wardens shall carry out periodic drills to keep alive emergency response of staff as well as assess the
response time of the emergency team.
5.8.5 First Aid
For staff within the Industrial Area and offices the clinic shall attend to all emergency, first aid cases within the
office environment.
If any office premise like temporary or mobile type set far reach from Clinic facility and access to Clinic is not
possible in short time than office premises shall equipped with First Aid box for the early treatment of minor
injuries. Also trained appointed first aider shall be equipped with a first aid box kept at a convenient, clearly
identified location. The first aider shall ensure that the contents of the first aid box are complete and that any timeexpired items are replaced. Site Nurse should do periodic inspection on first aid box. List first aid box issued to
the Site and locations shall be maintained by Medical department.
5.8.6 Injury Reporting
All injuries, no matter how minor, shall be reported and investigated in accordance with the requirements of
SCNL Incident Management procedure, GP-SCNL-HSE-028-E.
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6.0.
The rules set out below are typical for any office premises and may be altered to suit a specific location.
OFFICE RULES
Medic : Channel 5,
HSE
: Channel 6,
Fire
: Channel 6,
Ext: 333
Ext 268
If it is too heavy for you, save your back and get help
Do not sit all day behind your VDU, take periodic breaks
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7.0
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8.0
Why
POTENTIAL CONSEQUENCES
Injury
Environmental Damage/Spill
Property Damage
REPORTED BY
----------------------------------------------------PRINT NAME
-------------------------------------------------DEPARTMENT
THANKS FOR YOUR CONTRIBUTION
TO BE FILLED BY THE HSE DEPARTMENT
RERERENCE
PERMANENT CORRECTIVE ACTION
......
CLOSE-OUT DATE
SIGNED BY
Remember, All Accidents are Preventable