OFFICEWISE · Assessments The Management of Health and Safety at Work Regulations include a duty to carry out assessments of risk, but you do not have to record an assessment if:

FFICEWISEO

Management of Healthand Safety at WorkRegulations

‘I need a written assessment ofrisk even though I only employa part-time secretary.’

True or False?Written assessments

are only required where five ormore people are employed andeven then only significantfindings have to be recorded.

Electricity at WorkRegulations

‘I’ve been told that I have tohave my desk lamp testedevery six months.’

True or False?The law requires it to

be maintained. It does notrequire an elaborate andfrequent system of electricaltesting.

False.

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Common myths aboutregulations

here are too manyregulations and too much formfilling. If I read everythingput out by government Iwouldn’t have time to run mybusiness’.

Sound familiar? To help you,this booklet sets out what youhave to do in office premiseswhere health and safety risks

are low. The guiding principlefor much of our health andsafety law is that there is abalance to be struck betweenthe risk and the cost ofprevention. Where the risksare low, for example in smalloffices it shouldn’t cost muchto make sure that you keepwithin the law. Let’s look atfive examples:

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False.

Control of SubstancesHazardous to HealthRegulations(COSHH for short)

‘You need a COSHHassessment for every substanceyou use, including floorpolish.’

True or False?Assessments are only

needed for hazardoussubstances. For products usedin offices this means thosewith labels carrying a specifichealth warning. The result willnormally be a decision tofollow the manufacturer’sinstructions.

Manual HandlingRegulations

‘No-one can be asked to liftmore than 25 kg.’

True or False?The regulations do not

set limits. Their objective isto reduce the large number oflifting injuries which are verycostly to employers and thecountry.

Display ScreenEquipment Regulations

‘Screen filters to reduceradiation are now mandatory.’

True or False?The levels of radiation

emitted from VDUs are wellbelow the safe levels set out ininternational recommendations.You do not need to providescreen filters.

This booklet will help you tounderstand the aspects ofhealth and safety law whichyou need to know and explainswhich aspects do not apply tolow-risk workplaces.

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False.

False.

False.

eople who work in smalloffices do not figureprominently in nationalaccident statistics. In 2004/05,only 54 major accidents tookplace per 100 000 people

employed in the office sectorcompared to 192 per 100 000 inthe manufacturing sector.

Accidents do happen in officesbut the health and safety

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The office perspective

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measures need to be matchedto the levels of risk.

Advice is given at the end ofthe booklet on how to obtainmore details on specific topicsbut you can ask your localhealth and safety inspector ifyou are unsure aboutanything.

The booklet also givesinformation on further HSEleaflets which you may findhelpful.

Whatever the size of yourbusiness you ought tounderstand the basic legalframework. You have dutiesto:

✦ your employees (includingtrainees), wherever theyare working;

✦ visitors to your office;

✦ those affected by your work(neighbours or the public);

✦ people who use productsyou supply;

✦ users of your services, forexample if you designequipment;

✦ those who use yourequipment or work at aworkplace you provide (forexample contractors andagency staff).

Put simply, you have to takecare of the people who may beaffected by what you do.

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Notes

1 The injury rate quoted covers all sizes of offices not just small ones.2 Source: HELA National Picture 1999 (office rate)

Health and Safety Statistics 1998/99 (manufacturing rate)

wners and managers ofsmall, low-risk office premisesshould be aware of thefollowing requirements whichmay apply:

Registration

Offices where people areemployed have a duty toregister using an official formOSR1. It can be obtained fromyour enforcing authority (thiswill generally be your localenvironmental healthdepartment). The form onlyasks for very basic details,such as your correct address

and how many people youemploy and only has to befilled in once. It allows theenforcing authority to knowwho you are and what you do.

Information foremployees

You are required to givecertain information to yourstaff on health and safety law.The easiest way to do this is toprovide a poster containingthis information. The poster iscalled Health and Safety Law:What you should know, and isavailable from HSE Books.

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Paperwork - what you need to do and why

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An individual leaflet calledHealth and safety regulations:A short guide is also available.

Accident reporting

If a reportable accident occursyou are required to report it tothe enforcing authority. Youcan report incidents bycontacting the IncidentContact Centre by thefollowing means: Tel: 0845 3009923, on the internet via theHSE website, by completingthe F2508 form and sending iteither by fax (0845 300 9924) orby post to the Incident ContactCentre, Caerphilly BusinessPark, Caerphilly CF83 3GG.The forms can be obtainedfrom HSE Books but to bereportable the accident has tobe connected with a workactivity. A free leaflet,RIDDOR explained, givesfurther details of thoseincidents and occurrenceswhich are reportable.

Written safety policy

You have a duty to makeadequate arrangements forhealth and safety, but awritten policy is only requiredif you employ five or morepeople. If you do need to writeone make it short andrelevant.

Employers Liability(Compulsory Insurance)Certificate

Your certificate of insurancehas to be displayed.

Assessments

The Management of Healthand Safety at WorkRegulations include a duty tocarry out assessments of risk,but you do not have to recordan assessment if:

✦ you employ less than fivepeople;

✦ the findings of theassessment are notsignificant, that is thereare no special measuresrequired;

✦ the risk can easily bedescribed/controlled; or

✦ it concerns an activitywhich is subject to aspecific assessment underother regulations (forexample COSHH).

A leaflet giving moreinformation on the do’s anddon’ts of assessing the risk isavailable - Five steps to riskassessment.

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efective plugs, sockets andleads cause more electricalaccidents than the appliancesthemselves. Officeenvironments are generallyless dangerous than otherworkplaces but:

✦ do provide sufficient socketoutlets and avoid orminimise the use ofadapters. Overloadedsockets can lead to firehazards;

✦ do test the residual currentdevice, if fitted. This onlyinvolves pushing a testbutton and can help tomaintain the effectivenessof the device. Advice onhow often to do this isnormally given in themanufacturer’sinstructions;

✦ do not use taped joints toconnect cables since theyhave neither themechanical strength needednor sufficient insulation or

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Electricity

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protection from liquids.Damaged cables should bereplaced completely but ifcables have to be joined,proper connectors shouldbe used;

✦ do carry out your ownvisual inspections of plugsand leads and get themrepaired as necessary.Faults to look out forinclude physical damage tothe cable, failure of thecord grip at the plug andsigns of overheating. Iffaults are found the repairshould be carried out bysomeone who has thenecessary skill andknowledge to complete thetask safely;

✦ do consider whether youhave equipment whichneeds a more detailedinspection and test orwhether the installationitself has reached a stagewhere it is likely to need atest. For example,equipment in offices whichis frequently moved orwhich has a lead which issubject to a lot of twistingmay develop an internalfault;

✦ do not ignore obvious tell-tale signs such as faultyswitching or intermittentstopping. These mayindicate an internal faultsuch as a loose wire whichcould cause externalmetalwork to become live;

✦ do switch off equipmentbefore unplugging andbefore cleaning;

✦ do find out how to dealwith an electric shockincident;

✦ do encourage staff toreport electrical equipmentwhich is not workingproperly;

✦ do ensure that staff areaware of these safetyprecautions;

✦ do keep vigilant onelectrical safety becausethe consequences can leadto tragedy.

Further advice is given in theHSE leaflet Maintainingportable electrical equipment inoffices and other low-riskenvironments.

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hese Regulations make surethe risks from hazardoussubstances are properlycontrolled. As far as officesare concerned hazardoussubstances are those with awarning label - if in doubt thesupplier should be able to tellyou. The supplier must alsotell you what precautions totake with the substance. Thisinformation is normallyprovided by a label or datasheet. COSHH makes it yourjob to see if the use of thesubstance is really necessary.If it is, you must check that

the precautions fit yourcircumstances and that theyare understood and followedby your staff.

For proprietary substancessold by office equipmentsuppliers this is all there is toCOSHH. Ask for advice,starting with the supplier, ifyou use more sophisticatedsubstances.

Further information onCOSHH is given in the HSEbooklet COSHH: A brief guideto the regulations.

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COSHH

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lips, trips and falls accountfor most of the accidents inoffices, many of them whenstaff are moving or carryingloads. They happen because ofthe condition of floors, poorlighting or untidiness. Simple,cost-effective measures canreduce these accidents.

✦ encourage staff to clean upspillages and keepworkplaces tidy;

✦ do not allow trailing leadsto create tripping hazards;

✦ ensure mats are securelyfixed and do not havecurling edges;

✦ dry wet floors aftercleaning where possible;

✦ clear up spillagesimmediately;

✦ replace or repair torn floorcoverings etc;

✦ provide handrails onstairways and ensure stairsare well lit;

✦ do not block passagewaysor corridors.

Further advice is given in theHSE booklet Preventing slipsand trips at work.

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Safety

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mall offices are unlikely torequire air monitoring orhealth checks for staff but youshould consider the following:

✦ do make workstationscomfortable with seatingwhere necessary. Seatsmay need to be adjustableto suit the height of thework table and footrestscan reduce muscularstrains;

✦ do keep your first-aid boxfully stocked and appointsomeone to take charge inan emergency and call anambulance. If you havepart-time workers arrangefor the duty to be shared;

✦ you do not require atrained first aider by law ina small office but manybusinesses recognise thevalue of having one;

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Ill health

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✦ do make arrangements sothat staff can use restareas/rooms withoutexperiencing discomfortfrom tobacco smoke. TheHSE leaflet Passivesmoking at work givesfurther information;

✦ handling, lifting andcarrying are another majorcause of injuries. Ifcabinets, desks or otherheavy or bulky items haveto be moved then do takesteps, for exampleproviding a trolley orcastors, for the move totake place without the riskof a back injury;

✦ do notify your localauthority1 if you have anair conditioning systemwhich has a water coolingtower. Do remember thatthe system will requireroutine checks andmaintenance to prevent thegrowth of legionellabacteria. Hot waterservices are also a possiblesource of legionellabacteria and furtherinformation is given in the

HSE booklet Legionnaires'disease: The control oflegionella bacteria in watersystems. Approved Code ofPractice and guidance;

✦ The main problems whichcan occur with the use ofVDUs are related to thedesign of the job orworkstation. If there isintensive or continuous usein your office, make surethat there are adequatebreaks and that users knowhow to arrange their workand workstation to avoidawkward movements,reflections, aches andpains. Further advice isgiven in the HSE bookletsUnderstanding ergonomicsat work and Working withVDUs;

✦ do consider whether yourstaff are at risk fromviolence when transportingcash or dealing with thepublic. Guidance isavailable in the HSEbooklet Violence at work.

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1 Notification is required to your local district council, London Borough Council or,in relation to Scotland an islands or district council.

he basic requirements aregiven below:

Toilets - provide enoughtoilets for employees and keepthem clean and in good order.

Washing - provide hot andcold (or warm) running water,soap and towels or othermeans of drying.

Drinking water - provide asupply of wholesome drinkingwater.

Temperature - the roomtemperature should be at least16 OC where people worksitting down.

Cleanliness - keep theworkplace in a clean state.

Lighting - make sure there is

adequate light (preferablynatural light) to avoidproblems of visual fatigue.

Space - provide a minimum of11 cubic metres for eachperson permanently occupyinga workplace.

Ventilation - for most officesopening windows will provideadequate ventilation.

Information on all these pointsis given in HSE’s ApprovedCode of Practice and guidanceWorkplace health, safety andwelfare.

If you have a lift, make sure itis examined every six monthsby a competent person (forexample your insurancecompany).

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Workplace

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Priced publicationsEssentials of health and safetyat work (Third edition) HSEBooks 1994 ISBN 0 7176 0716 X

Legionnaires’ disease: Thecontrol of legionella bacteria inwater systems. Approved Codeof Practice and guidance L8HSE Books 2001 ISBN 0 7176 1772 6

Health and safety law: Whatyou should know Poster HSEBooks 1999 ISBN 0 7176 2493 5

Workplace health, safety andwelfare. Workplace (Health,Safety and Welfare) Regulations1992 (as amended by theQuarries Miscellaneous Healthand Safety ProvisionsRegulations 1995): ApprovedCode of Practice and guidanceL24 HSE Books 1992 ISBN 0 7176 0413 6

Free leaflets

COSHH: A brief guide to theregulations. What you need toknow about the Control ofSubstances Hazardous toHealth Regulations 2002(COSHH) LeafletINDG136(rev3) HSE Books2005 (single copy free or pricedpacks of 10 ISBN 0 7176 2982 1)

Understanding ergonomics atwork: Reduce accidents and ill

health and increase productivityby fitting the task to the workerLeaflet INDG90(rev2)HSE Books 2003 (single copyfree or priced packs of 15ISBN 0 7176 2599 0)

First aid at work: Yourquestions answered LeafletINDG214 HSE Books 2000(single copy free or pricedpacks of 15 ISBN 0 7176 1074 8)

Five steps to risk assessmentLeaflet INDG163(rev1)HSE Books 1998 (single copyfree or priced packs of 10ISBN 0 7176 1565 0)

Getting to grips with manualhandling: A short guideLeaflet INDG143(rev2) HSEBooks 2004 (single copy free orpriced packs of 15 ISBN 0 7176 2828 0)

Health and safety regulation: Ashort guide LeafletHSC13(rev1) HSE Books 2003

Maintaining portable electricalequipment in offices and otherlow-risk environments LeafletINDG236 HSE Books 2001(single copy free or pricedpacks of 10 ISBN 0 7176 1272 4)

Legionnaires’ disease: A guidefor employers LeafletIAC27(rev2) HSE Books 2001(single copy free or pricedpacks of 15 ISBN 0 7176 1773 4)

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Relevant books/leaflets

Working together to reducestress at work: A guide foremployees Leaflet MISC686International StressManagement Association 2005(single copy free or pricedpacks of 15 ISBN 0 7176 6122 9)

Preventing slips and trips atwork Leaflet INDG225(rev1)HSE Books 2003 (single copyfree or priced packs of 15ISBN 0 7176 2760 8)

A guide for new and expectantmothers who work LeafletINDG373 HSE Books 2003(single copy free or pricedpacks of 10 ISBN 0 7176 2614 8)

RIDDOR explained LeafletHSE31(rev1) HSE Books 1999(single copy free or pricedpacks of 10 ISBN 0 7176 2441 2)

Violence at work: A guide foremployers Leaflet INDG69(rev)HSE Books 1996 (single copyfree or priced packs of 10ISBN 0 7176 1271 6)

Working with VDUs LeafletINDG36(rev2) HSE Books 2003(single copy free or pricedpacks of 10 ISBN 0 7176 2222 3)

Further information

Free advice can be obtained bycontacting the health andsafety inspector at the localcouncil, usually located in theEnvironmental HealthDepartment, or from HSE.

If your office is attached to orpart of a factory then theHealth and Safety Executivewill be your enforcingauthority.

If you need advice on fireprecautions, you should get intouch with the fire preventionofficer of your local authority.

This leaflet is available inpriced packs of 10 from HSEBooks, ISBN 0 7176 1518 9.Single free copies are alsoavailable from HSE Books.

HSE priced and freepublications are available bymail order from HSE Books,PO Box 1999, Sudbury, SuffolkCO10 2WA Tel: 01787 881165Fax: 01787 313995 Website:www.hsebooks.co.uk (HSEpriced publications are alsoavailable from bookshops andfree leaflets can bedownloaded from HSE’swebsite: www.hse.gov.uk.)

For information about healthand safety ring HSE’s InfolineTel: 0845 345 0055 Fax: 0845 408 9566 Textphone: 0845 408 9577 e-mail:[email protected] orwrite to HSE InformationServices, Caerphilly BusinessPark, Caerphilly CF83 3GG.

© Crown copyright Thispublication may be freelyreproduced, except foradvertising, endorsement orcommercial purposes. Firstpublished 5/94. Pleaseacknowledge the source as HSE.

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Printed and published by the Health and Safety ExecutiveINDG173 C300 Reprinted 04/06

This leaflet contains notes on goodpractice which are not compulsorybut which you may find helpful inconsidering what you need to do.