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)
DIVISION’S OFFICES, TENAGA NASIONAL BERHAD (TNB) AT LEVEL
30, 36, 37 AND 38, MENARA TM, KUALA LUMPUR.

NAME OF OSH TRAINER: EN AZIZ BASIRAN

NAME OF CANDIDATE: ZAINORIN ALI

SPONSOR: TENAGA NASIONAL BERHAD

ORGANISER: THE MALAYSIAN INSURANCE INSTITUTE

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 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)

Division‟s 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) Division‟s 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

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.

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 TABLE OF CONTENTS

Page

DEDICATION 2

ABSTRACT 3

TITLE 4

TABLE OF CONTENTS 5

CHAPTER 1 INTRODUCTION 6

CHAPTER 2 OBJECTIVES 7

CHAPTER 3 SCOPE 7

CHAPTER 4 METDOHOLOGY 8

CHAPTER 5 RESULTS AND DISCUSSION 9

CHAPTER 6 RECOMMENDATIONS 12

CHAPTER 7 CONCLUSION 22

REFERENCES 23

APPENDICES 24

LIST OF FIGURES 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) Division‟s 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.

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:

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.

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 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

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.

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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.

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 ICT‟s labor force component is made up of three major races, the Malay, the Chinese and

the Indian. There are about 330 workers in the ICT‟s offices at Menara TM.

5.3 However, lack of documentation on ICT‟s 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

a. Photocopier

vii. Electrical Hazard

a. Electrocution

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 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.

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

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 c) Increase muscle tension leading to excessive muscle fatigue

5.8 The most critical safety hazard is office accidents. Accidents don‟t 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

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

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 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

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.

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6.2.1.4 VDU’s 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 operator‟s 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

operator‟s eye level.

6.2.1.5 Document Holders

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

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 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;

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

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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 user‟s vision requirements.

ii. Reflections and Glare

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. VDU‟s 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.

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 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).

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 individual‟s

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.

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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.

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 VDU‟s operations. Such examinations should include screening for physical

characteristics and visual abnormalities.

The following examination are recommended:

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 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

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 don‟t 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

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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.

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

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 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

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
(VDU‟s). 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/ Prepared by Checked by Approved by

Section Facilities Signature
Title of person who does OSH EXECUTIVE Name ZAINORIN ALI
the job
Name of the supervisor/ HJH SITI ZALEHA SYED SA‟ARI Date 9 January 2006
Manager

Step Sequence of Hazard Identification Current Risk Assessment Risk Control

No Basic Job Hazard Effect Risk Control * ** *** Risk Ranking Recommended Action
Step Prob Serv
Score Level
1. Office Work 1.1 Ergonomic Hazard
- Improper body MSD, visual discomfort Rest Break 3 2 6 Medium Ergonomically designed & ergonomic training
gesture while using
VDU related work
- Sitting too long at Back pain, shoulder pain, neck Rest Break 2 2 4 Medium Ergonomically designed & ergonomic training
work pain
- Improper Manual Back pain, shoulder pain Rest Break 2 1 2 Low Try remove needs for manual handling that caused
Handling injury & ergonomic training

1.2 Physical Hazard Slip, trips, and falls Repair on 3 2 6 Medium Good housekeeping & awareness training
- Office Accidents request

1.3 Electrical Hazard Electric shock cause fatality Competent 1 2 2 Low Practice with current risk control
- Electrocution
1.4 Chemical Hazard Ozone gas cause headache, eye Regular 1 2 2 Low Not placed or close to the worker workstation
- Photocopier irritation maintenance

* Probability ** Severity = *** Risk Rating

Probability Index Description Severity Index Description Score Level

4 Very Likely Could happen frequently. 4 Fatality Death/ property damage 7 – 16 High
Exposures are excessive 3 Major Injury/ Illness/ Normally irreversible. Permanent/ Partial
3 Likely Could happen occasionally. Exposures are not Property Damage Disability. Property damage. 3–6 Medium
adequately control. 2 Minor Injury/ Illness/ Normally reversible and affect work performance.
2 Unlikely Could happen but only rarely. Exposures are Property Property damage.
controlled and likely to remain so. Damage Not affecting work performance. 1-2 Low
1 Highly Unlikely Could happen but probably never will. 1 Negligible Injury/ First Aid Case.
Exposures are negligible. Illness/ Property Damage

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