City of Bradford Metropolitan District Council
Safe Use of
Computers
Safety Training Pack
Issued Feb 2005
City of Bradford Metropolitan District Council
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Issued Feb 2005
City of Bradford Metropolitan District Council
Introduction
This training pack is for use by all staff who use computers at work. You
need to keep this training pack as it has health and safety information you
need for your job.
If you are having difficulty with this pack, approach your supervisor or
manager for help or call the Safety Section.
This symbol in the top right corner of the page means you
need to find something out and write it in the space
provided.
This symbol means that the page contains example
answers
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Issued Feb 2005
City of Bradford Metropolitan District Council
Training Pack Objectives
In this pack you will learn how to keep well at work and avoid
fatigue and discomfort when working with computers.
This pack will show you how to:• work safely with computers, protecting your back and eyes and
minimising the risks to your health
• correctly set up your workstation
• recognise things in your working environment that may affect
your wellbeing and what to do if you find them
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Issued Feb 2005
City of Bradford Metropolitan District Council
Your Chair
When you first get into a car, what is the first thing you do? Adjust
the seat and the mirrors so that you can drive safely, of course!!
You should treat your computer chair in exactly the same way as
your car seat and adjust it so that it fits you. Your chair should be
capable of giving you adequate lower back support, keeping your
spine in the correct, neutral position. To do this, it needs to be
adjustable for:-
• seat height
• seat tilt
• backrest height
• backrest tilt
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Issued Feb 2005
City of Bradford Metropolitan District Council
What Are The Risks To Me?
If your chair cannot be adjusted to fit you or does not give you
adequate lower back support, you run the risk of adopting poor
posture leading to:• back or neck ache
• arm or shoulder aches and pains
• leg aches and pains
• tingling or “pins and needles”
in your shoulder, back or legs
If the situation is not improved, over time these
could develop into longer term problems.
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Issued Feb 2005
City of Bradford Metropolitan District Council
Chair Exercise
Circle the chair that is keeping the spine in the correct, neutral position
from the pictures below:C
B
A
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Issued Feb 2005
City of Bradford Metropolitan District Council
Chair Exercise Answer
B was correct! To keep your back in the
correct position, you need to make sure your
chair is properly adjusted for your shape and size
and maintains the spine in it’s neutral position.
This will make sure that your back is adequately
supported and you maintain good posture
whilst working at the computer.
NB If you are especially tall or short, you may
need other things to get comfortable on your
chair. For example:• shorter people may need a footrest to minimise pressure on the
back of the knees
• very tall people may need to raise the height of the desk
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Issued Feb 2005
City of Bradford Metropolitan District Council
Correct Adjustment of Your Chair
The backrest should fit snugly into your lower back, your feet should
be flat on the floor (or on a footrest) and your arms should be parallel
to the desk’s surface:-
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Now adjust your own chair so that you are as comfortable as possible
and your lower back is adequately supported. If your chair is not
adjustable, does not give you enough lower back support or you need
a footrest, see your manager.
Issued Feb 2005
City of Bradford Metropolitan District Council
What Can I Do To Help Myself?
• Get comfortable - adjust your chair to find the most
comfortable position for your work
• Don’t sit in the same position for long periods. Make
sure you change your posture as often as is
practical
• Most jobs provide opportunities to take a break from
the screen, eg to answer the phone, do filing or
photocopying etc. Make use of them to break up
your computer work
• Frequent short breaks are better than fewer long
ones
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Issued Feb 2005
City of Bradford Metropolitan District Council
Your Workstation
Your computer desk, or workstation as they are more commonly
known, should be large enough to fit on it your pc, monitor, keyboard,
mouse, document holder & any other equipment you need to work. It
should not be a double pedestal desk.
The surface should be high enough for you to comfortably get your
knees and thighs underneath when your chair is in the correct
adjustment for you.
The space underneath your workstation
should not be cluttered with items that
would restrict your movement. A footrest, if
you need one, should be the only thing
underneath your workstation.
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The surface of the workstation should be
non-reflective to minimise glare.
Issued Feb 2005
City of Bradford Metropolitan District Council
What Are The Risks To Me?
If your workstation is inadequate or not properly set up,
you run the risk of:• postural problems, eg back, shoulder, neck, wrist or
hand ache
• visual problems, eg eyestrain
• fatigue and stress
If the workstation is not improved, over time these could
develop into longer term problems.
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Issued Feb 2005
City of Bradford Metropolitan District Council
Workstation Design
This is an ideal workstation layout (or a mirror image of this if you are
left handed), so you have enough room to work comfortably at all of
your tasks:-
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City of Bradford Metropolitan District Council
Workstation Design
To minimise the strain on your arms and shoulders, the things you use
a lot should be placed in your “primary reach zone”. This is the area on
your desk that you can easily and comfortably reach without having to
lean forwards in your chair. For example, you would put your keyboard,
mouse and telephone all in your primary reach zone.
Your “secondary reach zone” is the area of
your desk that you have to stretch to
reach. Things that you do not use as often
or do not need to move should be placed
there, eg monitor, processor unit, speakers
etc
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You should make sure that your work
space is uncluttered and everything is in
easy reach.
Issued Feb 2005
City of Bradford Metropolitan District Council
What Can I Do To Help Myself?
• Make sure you have enough work space to take whatever documents or
other equipment you need
• Try different arrangements of keyboard, monitor, mouse and documents to
find the best arrangement for you
• A document holder may help you avoid awkward neck and eye movements
• Make sure your forearms are approximately horizontal to the desk surface
• Make sure you change your posture as often as is practical. Some
movement is desirable, but avoid overstretching to reach things you need
(see section on reach zones)
• Make sure there is space under your desk to move your legs freely. Move
any obstacles such as boxes or equipment
• A footrest may be helpful, particularly for smaller users to prevent excess
pressure on the backs of your legs and knees from the edge of your seat
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Issued Feb 2005
City of Bradford Metropolitan District Council
Your Keyboard
• Your keyboard should be kept clean and you should be able to
clearly see all of the characters. If the the keyboard is damaged or
has worn off characters that cannot be easily read even after
cleaning, you should inform your manager
• Your keyboard should be tilted up at the back to help you reach and
the keys should be easy to press
• Your forearms should be positioned parallel to the desk surface
when you are in the correct position to type or mouse
• Use a wrist rest on your keyboard if you need one for support.
Approach your manager to get one for you
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Issued Feb 2005
City of Bradford Metropolitan District Council
Your Keyboard & Mouse
• Try to limit the time you spend using the mouse. Take frequent
breaks - even short pauses to relax your arm can help, as can spells
using the keyboard or doing non-computer work
• Place the mouse close, so it can be used with a relaxed arm and
straight wrist (see section on reach zones). It can help to support
your arm, for example on the desk surface or arm of a chair. If you
still find using the mouse awkward, you could try a different shaped
or sized one, or another device such as a trackball
• Your mouse will work more efficiently when used with a mouse mat.
If you use a rolling ball mouse, make sure you take the ball out and
clean it regularly to minimise any sticking
• Use a wrist rest on your mouse if you need one for support.
Approach your manager to get one for you.
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Issued Feb 2005
City of Bradford Metropolitan District Council
What Are The Risks To Me?
Keyboard work in a poor set up can affect the whole upper body,
whilst mouse work concentrates activity on one hand and arm (and
one or two fingers). This may make problems more likely. With
intensive use of a keyboard, mouse, trackball, or similar you run the
risk of aches and pains in :• fingers
• hands
• wrists
• arms
• shoulders
• neck
Risks can be reduced by adopting a good posture and technique
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Issued Feb 2005
City of Bradford Metropolitan District Council
Keyboard Exercise
Which is the safest wrist position?
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A
B
C
D
Issued Feb 2005
City of Bradford Metropolitan District Council
Keyboard Answer
• Picture A is correct! Notice how
the forearms are positioned
parallel to the surface of the desk.
This will minimise any discomfort
A
C
• In picture C the arms are far too
high
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• In picture B the wrists are
in an awkward position and
the arms are too far back
B
D
• In picture D the wrists are
in an awkward position and
the body is slouched
Issued Feb 2005
City of Bradford Metropolitan District Council
What Can I Do To Help Myself?
Using the keyboard
• Adjust your keyboard to get a good keying position. A space in
front of the keyboard is sometimes helpful for resting the hands
and wrists when not keying
• Make sure your forearms are parallel with the desk surface
• Try to keep your wrists straight when keying. Keep a soft touch on
the keys and don’t overstretch your fingers. Good keyboard
technique is important
• A wrist rest may be helpful to give support and prevent aches and
pains in the wrist or hands
• Resting your arms on the chair arms may also help reduce strain on
your shoulders
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Issued Feb 2005
City of Bradford Metropolitan District Council
What Can I Do To Help Myself?
Using a mouse/trackball or similar
• Position the mouse within easy reach, so it can be used with the
wrist straight
• Sit upright and close to the desk, so you don’t have to work with
your mouse arm stretched
• Move the keyboard out of the way if it is not being used
• Support your forearm on the desk, and don’t grip the mouse too
tightly
• Rest your fingers lightly on the buttons and do not press them
hard
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Issued Feb 2005
City of Bradford Metropolitan District Council
Your Computer Monitor
Your computer monitor should:• Have a clear, stable, flicker free picture
• Be adjustable for up and down tilt
• Be adjustable for brightness and contrast
• Be free from glare
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Issued Feb 2005
City of Bradford Metropolitan District Council
What Are The Risks To Me?
A badly set up or poorly maintained monitor can lead to:• eyestrain/visual fatigue
• red or sore eyes
• headaches
• neck ache
• fatigue
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Issued Feb 2005
City of Bradford Metropolitan District Council
Positioning Your Monitor
The best position for your monitor screen should be slightly below the
horizontal to minimise any strain on your neck.
It should be at a distance from your eyes that is comfortable to read,
but still allowing plenty of space for your keyboard.
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Issued Feb 2005
City of Bradford Metropolitan District Council
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Minimising Glare
Look at the picture and circle the things that may cause glare on monitor
screens:-
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Issued Feb 2005
City of Bradford Metropolitan District Council
Minimising Glare
Things such as lights, windows and lamps can all cause glare on your
monitor screen:-
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Issued Feb 2005
City of Bradford Metropolitan District Council
What Can I Do To Help Myself?
• Make sure the monitor is slightly below level with your eyes and far
enough away from you to allow you to focus properly
• Adjust the brightness and contrast controls on the screen to suit
lighting conditions in the room
• Make sure the screen surface is clean
• In setting up software, choose options giving text that is large
enough to read easily on your screen, when you are sitting in a
normal, comfortable working position
• Select colours that are easy on the eye (eg, avoid red text on a blue
background, or vice versa)
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Issued Feb 2005
City of Bradford Metropolitan District Council
What Can I Do To Help Myself?
• Individual characters on the screen should be sharply focused
and should not flicker or move. If they do, the monitor may need
servicing or adjustment
• Arrange your desk and equipment to avoid glare, or bright
reflections on the screen. This will be easiest if neither you nor
the screen is directly facing windows or bright lights
• Adjust curtains or blinds to prevent unwanted light
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Issued Feb 2005
City of Bradford Metropolitan District Council
Keeping Your Eyes Healthy
To make sure you don’t end up tiring your eyes out, you should:• Take frequent, short breaks away from the screen
• If you use a document holder, place it as close as you can to the
monitor screen, to avoid adjusting your focus all the time and
tiring your eyes
• If you are facing a window, closing the blinds
may help to reduce eyestrain
• Have your eyes tested as advised
by your optician – your employer
has a legal obligation to pay for
these for people who use
computers a lot
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Issued Feb 2005
City of Bradford Metropolitan District Council
Your Working Environment
Your working environment can have a bad effect on your wellbeing
and productivity, if it is excessively:• noisy
• hot or cold
• draughty
• stuffy
• dark or bright
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Issued Feb 2005
City of Bradford Metropolitan District Council
Your Working Environment
• Space – you need to have sufficient space to work. Cramped
•
•
•
•
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working conditions make it more likely that you will experience
discomfort and aches and pains
Lighting – needs to be set at the correct level. If it is too high or
low it is more likely that you will suffer eyestrain, fatigue or
headaches. Glare and reflections also need to be minimised
Noise – high noise levels can distract you and increase your
stress levels
Heat & humidity – should be kept at levels that prevent
discomfort and problems with dry or sore eyes
Cold & Draughts – these make it more likely that you will
suffer discomfort when working with computers. A comfortable
temperature should be maintained and draughts minimised to
prevent any discomfort.
Issued Feb 2005
City of Bradford Metropolitan District Council
Workstation Assessment
• You should be asked to complete a Workstation Assessment
Checklist by your manager to make sure your set up is suitable and
appropriate for your needs
• The assessment looks at the risks to you from computer work and
identifies any action or equipment you need
• You should complete the checklist for your own workstation and
give a copy to your line manager. They will discuss with you any
action needed
• This assessment should be reviewed if
anything changes, if there has been a
significant change in the equipment, ie
new workstation or chair, or you and your
workstation are relocated
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Issued Feb 2005
City of Bradford Metropolitan District Council
Working Safely
• Always make sure you are set up as comfortably as possible
• Work with your arms parallel to the desk surface to minimise strain
on your neck, shoulders, arms and wrists
• Keep your workstation as clutter-free as possible to make sure you
have enough space to work safely
• Always use any equipment provided for your comfort, eg foot or
wrist rest, document holder etc
• Make sure you take adequate breaks away from the screen, eg 5 –
10 mins every hour doing something other than computer work
• Check your posture frequently to make sure your back stays in the
correct position
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• Keep things you use a lot in your primary reach zone so you don’t
have to stretch to reach them all the time – this will help to reduce
fatigue
Issued Feb 2005
City of Bradford Metropolitan District Council
Safe Use of Computers Quiz
Please tick the answer you feel is correct:1.
2.
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You should adjust your chair…
a) with the back rest tilted forwards
so that you are pushed close in to
your workstation
b) with the backrest as low as it will
go and tilted back
c) with the backrest positioned to
support your lower back and keep
the spine upright
You should have a workstation that is…
a) a double pedestal desk
b) high enough for you to get your
knees underneath
c) as small as possible
3. When using a keyboard…
a) your forearms should ideally be
parallel to the workstation
b) your elbows should not be bent
c) hit the keys as hard as you can to
make sure you don’t miss any
letters
4. When using a mouse…
a) you should position it as far away
from the keyboard as you can
b) support your forearm on the desk
and keep your wrist straight
c) keep your elbow as high as
possible
Issued Feb 2005
City of Bradford Metropolitan District Council
Safe Use of Computers Quiz
5. Your computer monitor should…
a) be positioned just below eye level
b) be positioned above eye level
c) not be able to tilt or alter it’s
position in any way
6. To minimise glare you should…
a) keep your brightness control
turned down as far as possible
b) have a desk lamp shining directly
onto your monitor
c) position it so that it is directed
away from lights and windows
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7. To keep your eyes healthy…
a) only take a break if you get a
headache
b) you should take frequent short
breaks away from the screen
c) only take a break if you get
double vision
8. Your working environment should
be…
a) as brightly lit as possible
b) as cramped as possible
c) maintained to a comfortable
temperature and be free from
draughts
Issued Feb 2005
City of Bradford Metropolitan District Council
Risk Assessment Self Assessment
Questions
1.
2.
3.
4.
5.
6.
7.
8.
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C
B
A
B
A
C
B
C
Issued Feb 2005
Pack
Training
Assessment
Risk
PackPack
Training
of Computers
Use
Training
Work
at
of Substances
Use
SafeSafe
_______________________________
(print Supervisor/Manager name)
Tick
Box
You should complete the following checklist with your manager to provide evidence that
you understand the content of the Safe Use of Computers training
- pack:
Performance Statements
I understand how to set up my workstation properly
I understand what to do if I need any extra equipment
I understand why I should take short, frequent breaks away from the screen
I feel confident that I can now work safely with computers
I hereby declare that
________________________________________________________
(print name)
of
______________________________________________________
(Establishment)
_______________________________
(Signed Supervisor/Manager)
_______________________________
(Date)
has worked through the Safe Use of Computers training pack and
understands the basic principles of health & safety
_______________________________
(Signed Staff Member)
You need to keep a copy of this checklist with your completed training pack
and your manager will also keep a copy for your training record
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I under stand how to set up my chair to get comfortable and maintain good posture
City of Bradford Metropolitan District Council