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SAFETY & HEALTH OFFICER CERTIFICATE COURSE
2005/2006
PAPER 3 - WORKPLACE ASSIGNMENT
TO IDENTIFY SAFETY AND HEALTH HAZARDS IN THE OFFICE AT
INFORMATION AND
COMMUNICATION TECHNOLOGY (ICT) DIVISIONS OFFICES, TENAGA
NASIONAL BERHAD (TNB) AT LEVEL 30, 36, 37 AND 38, MENARA TM, KUALA
LUMPUR.
NAME OF OSH TRAINER: EN AZIZ BASIRAN
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NAME OF CANDIDATE: ZAINORIN ALI
SPONSOR: TENAGA NASIONAL BERHAD
ORGANISER: THE MALAYSIAN INSURANCE INSTITUTE
DEDICATION
I thank my family for the love and care and only with their
motivation and strong words that push me to excellence.
To all my respected OSH Trainers on their advice and guidance,
who has been such a great inspiration to me.
To my dearest colleagues, who helped me when I most needed it. I
thank you all.
For those who were not mentioned earlier, I deeply appreciate
your contributions to my workplace assignment. Without all of you,
I would not have
made it.
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ABSTRACT
It is important to create a comfortable working environment so
that workers will not feel exhausted and stressed in places where
they
have to spend hours. The objective of this paper is to provide
practical advice on the principal office hazards that should be
controlled in order
to prevent accidents and work related disease.
The study was done at Information and Communication Technology
(ICT) Divisions offices, Tenaga Nasional Berhad (TNB) at level
30, 36, 37 and 38, Menara TM, Kuala Lumpur.
The Hazard Identification and Risk Assessment method was adopted
at workplace are hoped to improve the workplace design and
environment while aiming to minimize the existing problems
related to safety and health hazards.
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TITLE
To identify safety and health hazards in the office at
Information and Communication Technology (ICT) Divisions offices,
Tenaga Nasional
Berhad (TNB) at level 30, 36, 37 and 38, Menara TM, Kuala
Lumpur.
Generally, to identify six safety and health hazards including
three hazards on safety and another three hazards on health at
workplace. The
Hazard Identification and Risk Assessment method was adopted to
identify on each hazards present. The most common possible safety
and health
hazards effect associated with working environment were as
follows:
i. Ergonomic Hazard
a. Visual Display Unit (VDU) related work
b. Seating at Work
c. Manual Handling
ii. Chemical Hazard
a. Photocopier
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iii. Electrical Hazard
a. Electrocution
iv. Physical Hazard
a. Office Accidents
The most critical safety hazard and health hazard is office
accidents and Visual Display Unit (VDU) related work
respectively.
This analysis also shows that ICT top management should give
attention to the workplace environment factors especially
environment
and workstation factors.
To conclude, this paper analysis findings are hoped to improve
the workplace design and environment while aiming to minimize
problem related to safety and health hazards.
TABLE OF CONTENTS
Page
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DEDICATION
ABSTRACT
TITLE
TABLE OF CONTENTS
CHAPTER 1 INTRODUCTION
CHAPTER 2 OBJECTIVES
CHAPTER 3 SCOPE
CHAPTER 4 METDOHOLOGY
CHAPTER 5 RESULTS AND DISCUSSION
CHAPTER 6 RECOMMENDATIONS
CHAPTER 7 CONCLUSION
REFERENCES
APPENDICES
LIST OF FIGURES
2
3
4
5
6
7
7
8
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12
22
23
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25
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1. INTRODUCTION
It is important to create a comfortable working environment so
that workers will not feel exhausted and stressed in places where
they
have to spend hours. The studies was done at Information and
Communication Technology (ICT) Divisions offices, Tenaga Nasional
Berhad
(TNB) at level 30, 36, 37 and 38, Menara TM, Kuala Lumpur.
Creation of a comfortable working environment is also believed will
enable
workers to put their abilities to use more effectively and
refresh workplace.
The Hazard Identification and Risk Assessment method was adopted
at workplace are hoped to improve the workplace design and
environment while aiming to minimize the existing problems
related to safety and health hazards.
This paper is to provide practical advice on the safety and
health hazards at that should be controlled in order to prevent
accidents and
work related disease.
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2. OBEJECTIVE
The objective of this paper is to provide practical advice on
the principal office hazards that should be controlled in order to
prevent
accidents and work related disease.
3. SCOPE
The scopes of this paper are to:
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i. Identify six safety and health hazards including three
hazards on safety and another three hazards on health at workplace.
The
Hazard Identification and Risk Assessment method was adopted to
identify on each hazards present.
ii. Carry out assessment of hazards identified. A Simple Method
that provides risk analysis based on qualitative analysis.
iii. Give risk rating for each six hazards present. Events or
situations assessed with the most critical conditions are
identified for
each one of safety and health hazards.
iv. Provide the necessary control measures in order to eliminate
or minimize the accidents and work related disease at work
place.
4. METHODOLOGY
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4.1 To successful carry out hazards identification, a worker
which so familiar with the workplace operation and be able to
determine the at least six
types of hazards present was assigned.
4.2 The purpose of hazard identification were as follows:
i. To determine the type of hazard present; and
ii. To enable thorough assessment of hazards identified.
4.3 To fully understand the whole process or activity of a
workplace the process flow chart and office layout plan were
familiarized. (Appendix 1)
4.4 Task observation, walk through inspection, interview with
workers at workplace were also has been carried out.
4.5 A hazards checklist was used to ensure that main areas are
covered during the inspection. This was done through Hazard
Identification and
Risk Assessment Form (Appendix 2).
4.6 Hazards identified were recorded and tabulated. This
information was enabling to decide on the necessary course of
action to be taken.
4.7 A simple method was used to provide risk analysis based on
qualitative analysis. The most common method of qualitative risk
analysis is the
use of the 2D Matrix Risk Table.
4.8 Once on the likelihood and consequence of each hazardous
event or situation has been decided, a rating of each hazardous
event or situation is
rated to determine how serious the risk is.
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5. RESULTS AND DISCUSSION
5.1 This hazards identification and risk assessment was
conducted on ICT workers mainly from Helpdesk, Finance and
Administration, and
System Development sections who are worked in the office
environment and keyboard equipment where they have to spend long
hours.
5.2 ICTs labor force component is made up of three major races,
the Malay, the Chinese and the Indian. There are about 330 workers
in the ICTs
offices at Menara TM.
5.3 However, lack of documentation on ICTs workplace is a major
barrier for conducting hazards identification and Risk Assessment
study.
5.4 The results of hazards identification and Risk Assessment
shows that work related disease has long existed in the workplace.
The findings had
been classified into safety and health hazards at workplace.
5.5 The most common possible safety and health hazards effect
associated with working environment were as follows:
v. Ergonomic Hazard
a. Visual Display Unit (VDU) related work
b. Seating at Work
c. Manual Handling
vi. Chemical Hazard
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a. Photocopier
vii. Electrical Hazard
a. Electrocution
viii. Physical Hazard
a. Office Accident
5.6 The most critical safety hazard and health hazard is office
accidents and Visual Display Unit (VDU) related work
respectively.
5.7 The Risk Assessment of occurrence of musculoskeletal
disorder (MSD) and visual discomforts are frequent among VDU
operators. However,
visual discomforts are normally transitory and there is no
indicators show that working with VDUs would cause permanent
impairment to the
eyes. Visual factors include eyestrain and headaches, which
affect visual performance may likely to be occurred. Other types of
work or of the
job activities may cause such discomfort. Users with existing
visual deficit may find them make them noticeable.
i. These symptoms may caused by:
a) Staying in the same position and concentrating on screen of
VDU for a long time.
b) Poor position of VDUs
c) Poor legibility of the screen or sources documents
d) Poor lighting, including glare and reflection
e) A drifting, flickering or jittering image on the screen.
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VDUs users may also experience varying level of discomfort in
the hand, wrist, forearm, neck, and lower back. An acute strain can
present as
muscle fatigue, aches, pain, weakness, tenderness and / or
swelling which subside with rest. The more chronic conditions
function, affecting
activities of daily living, such disorders among keyboard
workers have often be associated with high workloads combined
deadlines. Factors,
which may contribute to the disorder, include but not limited
to:
a) Fixed or sustained postures at the workstation
b) Repetitive movements
c) Increase muscle tension leading to excessive muscle
fatigue
5.8 The most critical safety hazard is office accidents.
Accidents dont just happened, they are caused. Based on the Risk
Assessment of occurrence
of office accidents result from slip, trips and fall, lifting
object, punctures or cuts. Slippery floors, unclean spillages or
gripless shoes cause
slips. Trips occur over objects lying on the floor or jutting
out into aisles or because of poorly surfaces. Falls can be from
ladders or from
standing on chairs to reach an object.
i. Many of these accidents are mainly attributed due to as
follows:
a. Poor inspection program, poor implementation of safety
policies
and lack of safety education program.
b. Unsafe method mostly related to incorrect work procedure.
c. Lack personal protective equipment usage and workers
negligence.
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6. RECOMMENDATION
6.1 This recommendation is intended to be interest mainly to
employer, employees, and others persons on the principal office
hazards that should
be controlled in order to prevent office accidents and VDU
related work.
6.2 Visual Display Units (VDUs) Related Work.
Most of workers are using Visual Display Units (VDUs) at
workplace. In the wake of this common use of VDUs and the expressed
concern
about adverse health effects among VDU operators. The VDU
workstations should be ergonomically designed with maximum
possible
flexibility so that they can be adapted to each individual
operator.
The variety of factors contributing to VDU work risk, these
require a risk reduction strategy, which embrace the solution,
includes;
a) Workplace Design
b) Equipment and system factors
c) Work environment factors
d) The nature and organization
e) Maintenance of VDU equipment and furniture
f) Staff selection and pre-employment medical examinations
g) Provision of training and information
6.2.1 Workplace Design
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VDU workstations should be ergonomically designed with maximum
possible flexibility so that they can be adapted to each
individual
operator.
6.2.1.1 Basis for selection of workstation furniture are as
follows:
i. Tasks performed at the workstation e.g. Data processing, word
processing, typing, counter operation and programming.
ii. Duration and intensity of the tasks
iii. Equipment to be located at the workstation
iv. Environment in which workstation is located
6.2.1.2 Work Desk or Work Surface
i. Size. The desk or work surface shall be large enough to allow
a flexible arrangement of the screen, keyboard, documents and
related equipment.
ii. Safety. Work desk or work surface, particularly the
underside of the work surface, should not have any sharp edges,
corners,
protrusion, or rough surfaces likely to cause injury to users or
damage to their clothing.
iii. Cable Management. Facilities should be incorporated within
the work desk or work surface design to accommodate the cables
required for power, data transmission, and telephone demands of
the workstation and to stow ant excess cable.
iv. Storage Facilities. Storage facilities for frequently used
items should be provided at each workstation.
v. Work Desk or Work Surface Height Adjustment. Where feasible
height should be adjustable to the preference of each operator.
6.2.1.3 Chairs
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The chairs shall possess the following features:
i. Stable and allow the operator easy freedom of movement and a
comfortable position
ii. Adjustable height in the range between 350mm and 450mm
iii. Backrest that is adjustable in both height and tilt to
provide adequate back support especially at the lower back
region.
iv. Reasonable firm seat cover
v. Arm rest if provided should not interfere with the keyboard
operation
vi. Wheels with 5-star base for stability and mobility.
6.2.1.4 VDUs Equipment and Furniture Adjustments
The height of the seat and the position of the keyboard, the
display terminal, work surface height and others should be adjusted
as a
whole, so as to avoid an uncomfortable posture in continuous
operation. For this purpose the following should be kept in
mind:
i. It should be possible for the operator to sit on the chair
with his back adequately supported by its backrest, and to allow
the
entire soles of his shoes to touch floor.
ii. The height of the seat should be adjusted so as to avoid too
much pressure the operators thigh.
iii. It should be possible for the fingers to reach the keyboard
naturally.
iv. The upper edge of the display screen should be at a height
lower than the operators eye level.
6.2.1.5 Document Holders
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The need for a document holder and the appropriate design and
use of such equipment depends on the task. Document holders are
important to
reduce visual and neck muscle fatigue.
6.2.2 Equipment and System Factors
When preparing specification for the acquisition of computing
equipment, consideration must be given to the following
aspect:.
6.2.2.1 Display Screen
i. Construction. Display screen shall conform to local or
internationally recognized standards.
ii. Glare. The screen shall be free or reflective glare and
reflections liable to cause discomfort to the use. If provided anti
glare
filters should be easily attached to and from the VDU and
instruction for cleaning should be available. The image on the
screen
should stable with no perceptible flickering or others forms of
instability.
iii. Adjustability. The screen swivel and tilt easily and freely
to suits the needs of the operator.
iv. Contrast. The contrast between characters and the background
shall be adjustable.
6.2.2.2 Keyboards
i. The keyboard shall be tilt able and separate from the screen
so as to allow the operator to find a comfortable working
position
avoiding fatigue in the arms or hands.
ii. The keyboard should be stable. It should not slip, tip or
rock during keying activities.
iii. The case should have the following characteristics;
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a. Neutral matt finish
b. Reflection free
c. Resistance to dirt, dust and moisture
d. No sharp edges
6.2.2.3 Mouse
i. For optimal control and avoidance of excessive static muscle
use, a mouse should:
a. Accommodate natural hand posture
b. Allow the wrist to rest on the work surface
c. Allow fingers to rest on push-buttons without danger of
accidental operation
6.2.3 Work Environment
i. Illumination.
Room lighting shall ensure satisfactory lighting condition and
an appropriate contrast between the screen and the background
in
environment, taking into account the type of works and the users
vision requirements.
ii. Reflections and Glare
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Two problems require special attention when lighting is
considered. Firstly sharp luminance contrasts between a screen and
its
surrounding must be avoided. Secondly reflections and glare must
be reduce or eliminate.
6.2.3.1 Ambient Temperature and Humidity
i. VDUs and their associated equipment emit heat. Adequate
ventilation and air conditioning system are normally required.
ii. Air currents from VDU blowers should be directed away from
the operator since excessive air movement can cause drying of
the eye surface and subsequent irritation.
iii. Consideration should be given at the purchase stage of VDUs
and associated equipment wit low thermal emissions. Information
is usually available from equipment supplier.
iv. The recommended ambient air temperature is between 23 27
degrees Celsius and the maximum relatively humidity is 75%.
6.2.3.2 Ambient Noise Level
i. The VDU work area should be comparatively quite, with minimal
distributing activities and noise.
ii. The affects of noise from printers, and other office
equipment may be reduced by isolation, hooding or screening. The
use of un-
closed dot matrix printers adjacent to operators should be
avoided.
iii. Noise from cooling fan, power supplies and keyboards should
be minimal and this should be an important consideration at the
purchase stage.
iv. The recommended ambient noise level for VDU work is between
40-60dB(A).
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6.2.4 Nature and Organization of Work
6.2.4.1 Job Demands
i. Work Rates
Operators should work at a steady space, consistently as opposed
to maximal pace in short, sharp burst.
ii. Work Load
Increases in workload should be carefully managed with
adjustment periods. Workloads should overall be realistic in
relation to
the individuals capacity.
iii. Work Pauses and Rest Periods
Rest pauses are a physiological necessity if performance,
efficiency and well-being are to be maintained. For most office
jobs,
including VDU work, it is recommended to divide the daily work
into four periods, separated by one rest pause of 10-15
minutes in the morning and one in the afternoon shift and by
lunch break of about 45 minutes at mid day.
A sustained sitting posture should not be maintained for more
than 20 minutes and it is recommended that keyboard operators
change task after a maximum of 50 minutes for a period of at
least 10 minutes.
6.2.4.2 Job Variety and Rotation
i. The purpose of rotation through task and job variety is to
allow rest of specific muscle groups and to eliminate prolonged
periods in sustained postures.
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ii. It is recommended that VDU work be interspersed with other
office duties. If is not possible, operators should take
productive
rest breaks away from the VDU.
iii. Productive rest tasks allow for a change in posture and the
resting of muscle. These include task such as proof reading,
checking
answering telephones, discussion. These should intersperse
throughout the work routine.
iv. The variety tasks can be group as follows:
- Fine hand e.g. keying, writing, small tools use
- Gross are e.g. photocopying, filling, sorting
- Productive rest e.g. proofreading, checking
6.2.5 Maintenance of VDU Equipment and Furniture
To maintain a good working environment at all times and to
ensure suitable adjustments of VDU equipment to actual operation,
the following
measures are recommended:
i. Daily Checking and Adjustment
ii. Cleaning
6.2.6 Staff Selection and Pre-Employment Medical Examination
Employers may provide medical examinations to new workers
appointed to position significant VDUs operations. Such
examinations should
include screening for physical characteristics and visual
abnormalities.
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The following examination are recommended:
i. Work history
ii. Medical history and subjective symptoms
iii. Ophthalmologic test i.e.
- Vision Test
- Test of eye position
- Test of amplitude of accommodation
- Measurement of ocular tension
iv. Objective musculoskeletal examinations
- Inspection and palpation
- Test of gripping strength
6.2.7 Provision of Training and Information
Training needs and information will vary according to the type
of equipment, work demands and operator in respect of the topics
listed below:
i. Effects of VDU operation on health
ii. Lighting and glare prevention
iii. Work practices
iv. Posture
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v. Maintenance of VDU equipment and other related equipment
vi. Health examinations and follow-up measures
vii. Exercises for VDU operation
6.3 Office Accidents
Accidents dont just happen, they are caused. Either unsafe acts
or unsafe conditions or both cause the accidents. As such,
accidents can be
prevented. The unsafe act is a violation of an accepted safe
procedure that could permit the occurrence of an accident. The
unsafe condition or
circumstances that could directly permit the occurrence of an
accident. Most of accident result from a combination of
contributing causes and
one or more unsafe acts and unsafe condition.
Most office accidents result from slip, trips and falls, lifting
objects, punctures or cuts. Slippery floors, unclean spillage or
gripless shoes cause
slips. Trips occur over objects lying on the floor or jutting
out into aisles or because of poorly surfaces. Falls can be ladders
or from standing
on chairs to reach an object.
Simple planning and good housekeeping as follows can avoid many
of these accidents:
i. Traffic ways and aisles should be well lit, and kept clear of
materials, equipment, rubbish and electric leads.
ii. Floors should be level and the use of mats discouraged.
Slipped liquids and anything else dropped on the floor should
be
immediately picked up or cleaned.
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iii. Freestanding fittings should be completely stable or
secured to the wall or floor. Filing cabinets should be placed so
that they do
not open into aisles and should never be left with cabinet
drawers open. For stability load cabinet starting from the bottom
and
do not open more than one drawer at a time.
iv. Office machines and equipment should be kept in good working
order. Equipment using hand-fed processes such as electric
stapler and paper guillotines should be guarded and staff
trained in their proper use.
v. Many pieces of equipment using electricity can mean trailing
cables, overloaded circuit, broken plug and sockets. Ensure
that
qualified personnel see to these dangers.
vi. Provision of training and information
This above analysis also shows that ICT top management should
give attention to the workplace environment factors especially
environment and workstation factors. ICT top management shall
take into consideration the requirements under OSHA 1994, that is
as stated in
the Duties of Employers (Part IV, section 15-19) that Employer
must safeguard so far as is practicable, the health, safety and
welfare of the
people who work for them and also Safety Information,
Instruction, Training and Supervision (Section 15 (2)) Duty of
employers to provide
necessary information, instruction, training, and supervision in
safe practices, including information on legal requirements.
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7. CONCLUSION
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From the Hazard Identification and Risk Assessment analysis, it
shows that the most critical safety and health hazards are
office
accidents and VDU work related respectively.
In the wake of this common use of VDUs and the expressed concern
about adverse health effects among VDU operators. The
VDU workstations should be ergonomically designed with maximum
possible flexibility so that they can be adapted to each
individual
operator.
Simple planning and good housekeeping can avoid many of office
accidents. The ignorance these factors leads to workplace
hazards, poor worker health, disabilities and will reduce
workers productivity and products quality.
This above analysis also shows that ICT top management should
give attention to the workplace environment factors especially
environment and workstation factors.
To conclude, this paper analysis finding are hoped to improve
the workplace design and environment while aiming to minimize
problem related to safety and health hazards.
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8. REFERENCES
1. MDC Publishers Printers (2004) Occupational Safety and Health
Act and Regulations. Kuala Lumpur, MDC Publishers and Printers Sdn
Bhd.
2. Departmental of Occupational Safety And Health (1996)
Guidelines on Occupational Safety and Health in the Office. Kuala
Lumpur, Departmental of Occupational Safety and Health.
3. Departmental of Occupational Safety And Health (2003)
Guidelines on Occupational Safety and Health for Working with Video
Display Units (VDUs). Kuala Lumpur, Departmental of Occupational
Safety and Health
4. Departmental of Occupational Safety And Health (2004)
Guidelines on Occupational Safety and Health for Seating at Work.
Kuala Lumpur,
Departmental of Occupational Safety and Health.
5. Coastal Training Technologies Corporation (1997) Ergonomics:
Break the RMI Habit. Virginia Beach, Coastal Training Technologies
Corporation.
6. National Safety Council (1993) High Rise Office Safety &
Security. USA, National Safety Council.
7. Coastal Video Communications Corporation (1996) General
Safety Office. Sydney, Coastal Video Communications
Corporation.
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9. APPENDICES
HAZARD IDENTIFICATION AND RISK ASSESSMENT
Department ICT DIVISION Name of Job/ Activities/
Facilities
Prepared by Checked by Approved by
Section Signature
Title of person who does
the job
OSH EXECUTIVE Name ZAINORIN ALI
Name of the supervisor/
Manager
HJH SITI ZALEHA SYED SAARI Date 9 January 2006
Step
No
Sequence of
Basic Job
Step
Hazard Identification Current Risk Control
Risk Assessment Risk Control
Hazard Effect *
Prob
**
Serv
*** Risk Ranking Recommended Action
Score Level
1. Office Work 1.1 Ergonomic Hazard
- VDU related work
- Seating at work
- Manual Handling
1.2 Physical Hazard
- Office Accidents
1.3 Electrical Hazard - Electrocution
1.4 Chemical Hazard - Photocopier
MSD, visual
discomfort Back pain, ergonomic problem
Back pain, ergonomic problem
Slip, trips, and falls
Electric shock cause fatality
Ozone gas cause headache, eye
irritation
Rest Break
Rest Break
Rest Break
Maintena
nce on
request
Competent
Regular
maintenance
3
2
2
3
1
1
2
2
1
2
2
2
6
4
2
6
2
2
Medium
Medium
Low
Medium
Low
Low
Ergonomically designed & ergonomic training
Ergonomically designed & ergonomic training
Try remove needs for manual handling that
caused injury & ergonomic training
Good housekeeping & awareness training
Follow current risk control
Not placed or close to the worker workstation