Health & Safety (Part Three): On display

Most of today's cost-conscious security companies and in-house operations are quick to latch onto new technologies that can help their delivery run that little bit more smoothly.
Computer terminals, of course, are used throughout most businesses, with Alarm Receiving Centres (ARCs) reliant on them for offering end users a fast response service. Similarly, in-house security managers and operations specialists will make use of PCs for officer rostering, digital CCTV monitoring via the World Wide Web, general report writing and Internet-based information searches.
Given that they are one of the most well-used pieces of 'office' equipment, display screen deployment in the workplace is regulated courtesy of the Health and Safety (Display Screen Equipment) Regulations 1992.
The objective in enforcing those regulations is to minimise the risk of occupational ill-health by ensuring that end users have adequate training and information on the discipline, along with proper breaks or changes of activity, workstations suitable for them which meet (where necessary) the standards in the schedule and eye tests if they request them.
Carrying out a use analysis under the terms of the Regulations will also satisfy the requirements of the Management of Health and Safety at Work Regulations (1992) (ie conducting a specific risk assessment with regard to display screen equipment-based work). The significant findings of any such assessment must be recorded and stored for future reference.
The need for assessment is outlined by Regulation 2(1) of the legislation, covering the duty to analyse individual workstations used by members of the security team. Assessments can make use of generic information in cases where there are many similarly-equipped workstations. Screen equipment and workstation furniture may be assessed by model or type. However, there's still a requirement for individual analysis of stations to check on factors which will vary according to position, task demand and the individual requirements of the end user.

<B>Reducing fatigue and stress</b>
The basic aim of the Health and Safety (Display Screen Equipment) Regulations is to reduce fatigue and stress caused by extensive periods of work. Employers are advised to arrange an appropriate pattern of work, with breaks or changes of activity at suitable intervals, to reduce the risk of security officers and monitoring staff developing upper limb disorders. Breaks of between 12 and 15 minutes' duration are recommended, although time limits are not laid down in the Regulations.
Display screen equipment work may not cause any permanent damage to the eyes or eyesight, although complaints of temporary discomfort, eye strain and headaches among operatives are indeed common. As with any type of work that is visually demanding, users are likely to suffer fatigue and stress – indeed, there's an increased chance of these ailments occurring for those people with uncorrected vision defects. The eye tests and corrective measures listed under Regulation 5 are intended to alleviate such problems.
Under the terms of the Health and Safety (Display Screen Equipment) Regulations, employers must analyse workstations and then assess (and thereafter seek to reduce) any risks. Thus, security and safety managers must look at the computer hardware being used, the office and/or ARC environment and any factors specific to individuals' needs. To this end, managers may wish to take account of individual security officers' views as part of any assessment. When risks are identified, the employer must take steps to reduce them where possible – or eliminate them.
In any event, minimum requirements must always be met. For example, PC screens should have adjustable brightness and contrast controls. This allows members of the team to find a comfortable level for their eyes, helping to avoid the problems of eye strain and fatigue.
Another change would centre on chair and screen adjustments to find a comfortable position in which to work (a person's arms should be horizontal when keying-in, and their eyes level with the top of the PC casing).
It's a good idea for managers to provide employees with information suggesting what they can do themselves to arrange their workstations in such a way that maximum comfort is assured. Look to provide snippets of advice... "Ensure that there is enough leg room underneath desks... Move any obstacles such as boxes of equipment... Avoid excess pressure on the backs of your legs and knees..." are some of the tips you might offer.
Employees also need to refrain from sitting in the same position for long periods, and should avoid repeat stretching movements. The former will allow them to relax, and reduce the potential for back pain.
In a similar vein, you could offer some advice on keyboard and screen adjustment, in addition to typing technique. For example: "Don't bend your hands up at the wrist when keying". This too will allow employees to find the best and most comfortable position for themselves at the workstation.
Arranging desks and screens so that bright lights are not reflected in the screen (nor directly facing bright lights or windows) is also vital. In addition, don't let any of your security staff conduct physical moves of equipment. Such actions should be undertaken by the Facilities Department. Providing adjustable curtains or blinds to prevent unwanted light and using brightness controls on the screen to suit the lighting conditions in the room will reduce the likelihood of eye strain.

<B>Workplace (Health, Safety and Welfare) Regulations 1992</b>
The Workplace (Health, Safety and Welfare) Regulations 1992 expand on the duties set out in the Health and Safety at Work Act 1974, and are intended to protect the health and safety of everyone in the workplace – while making sure that adequate welfare facilities are provided for people at work. The aim is to ensure that workplaces meet the health, safety and welfare needs of all members of the security team, including any officers who may have disabilities of one kind or another.
Several of the sections within these regulations require elements of the workplace to be "suitable" – eg Regulation 2(3) makes it quite clear that elements of the workplace must be suitable for use by everyone, including those with disabilities. If your team is staffed by some people with slight disabilities, the onus on managers is obviously that much greater. In this case it's essential that the working environment suits their needs. Workstations must be easily accessible.
Bear in mind that the most common injuries at work are caused by people tripping and/or slipping on poor surfaces. This is a particularly important point if visitors are regularly arriving on site. Insurance may cover only a small part of compensation claims.
The Workplace (Health, Safety and Welfare) Regulations 1992 also cover transport 'dangers' – examining safe routes for cars to take on site, and the best ways of protecting 'pedestrians' on a given business complex. It also looks at general environmental conditions in the workplace, taking in ventilation systems and workspace operating temperatures.

Under the terms of the Health and Safety (Display Screen Equipment) Regulations, employers must analyse workstations and then assess (and thereafter seek to reduce) any risks. Thus, security and safety managers must look at the computer hardware being used, the office/ARC environment and any factors specific to individuals’ needs

<B>Drawing on external sources</b>
Workplaces need to be adequately ventilated to allow air movement and a sense of freshness in the space without causing undue draughts. Fresh, clean air that's not contaminated by discharges should be drawn from a source outside of the workplace such that it can be circulated throughout the Control Room, ARC or Operations Centre. More air will be needed if equipment or processes are prone to giving off dust or fumes, etc.
In older buildings, windows or other such openings may provide sufficient ventilation, but mechanical ventilation systems ought to be installed wherever possible. Like CCTV systems, this important element of the building fabric must always be maintained. Why? Air temperature, air movement and radiant heat has a major bearing on comfort within indoor workplaces. However, individual personal preference makes it difficult for managers to set a thermal environment that suits everyone. This is true of confined spaces like ARCs. The recommended design temperature for offices is around the 21 degrees Centigrade mark.
Sufficient lighting should be provided to enable people to work and move around safely. If necessary, you should look at supplying local lighting to individual monitors and for those places where injury may occur (ie corridors). If sudden loss of light is a possibility and would engender a risk scenario, then automatic emergency lighting powered by an independent source should be installed ('Let there be light', SMT, May 2001, pp39-40). Obviously, the lighting and light fittings (or luminaires, to use the correct terminology) should not create any additional hazards.

<B>Emergency procedures: know them</b>
As stated, the workspace must be generous enough in area to allow ease of movement. The minimum allowable area per member of the security team is 11 cubic metres.
Workstations should be suitable for the people using them, and for the work they carry out. All members of staff should be notified about – and be fully aware of – emergency procedures ('Everybody out', SMT, April 2002, pp24-28) and exit drills.
Wherever work involves being seated then suitable chairs must be provided in view of the type of work being undertaken and the person that's tasked with doing that work. Ergonomics could be a consideration, thus seating must give adequate support for the lower back, and footrests ought to be provided for those employees who cannot place their feet flat on the floor.
More often than not, it's useful for managers to introduce training or leaflets giving advice on posture so as to minimise pain or the risk of injury/long-term damage.
It almost goes without saying but the workplace – including furniture and fittings – should be kept clean, so too floors, walls and ceilings. Cleaning should be carried out on a regular basis to acceptably high standards.
If all of these guidelines are adhered to, then safe working for both you and members of your security team will be pretty much assured. n n Carole Ferguson is a barrister specialising in environmental, health and safety legislation at law firm Eversheds n Next month: Our assessment of workplace safety continues with a review of the physical design of buildings (including CCTV Control Rooms) and their interiors.