VDUs' - H&S at work

The Regulations apply where staff habitually use VDUs as a significant part of their normal work. Other people, who use VDUs only occasionally, are not covered by these Regulations, but their employers still have general duties to protect them under other health and safety legislation.

Possible Hazards

The main work problems with VDUs arise from poor workplace design and prolonged use without breaks. There is no evidence in normal use that screens pose a radiation hazard or give rise to dangerous fumes.

Poor workplace design can give rise in particular to upper limb disorders. The exact nature of these disorders is still under debate but for the individuals concerned they can be very serious and debilitating.

Work Area Design

Employers are required to provide a flexible work area where the height of desks, screens and chairs can be adjusted to suit individual employees. In addition lighting and screens should be positioned/ designed not to cause glare.

Employee Rights

Employees have the right to:

Training in the correct work area layout and body posture. Many employers provide employees with a guidance note similar to that set out below "Advice to Individuals".
free eye tests at intervals set down by an optometrist.
regular breaks from VDU activity (frequently employers opt for 5minutes every hour).

Monitoring

Employers are obliged to ensure the work area is analysed to assess and reduce risks. The workplace analysis is not difficult to do, it is commonly carried out using a self-assessment questionaire. A number of organisations offer training if a company requires its own specialist (see the British Safety Council website for an example of training). The analysis needs to look a

the whole workstation including equipment, furniture, and the work environment
the job being done
any special needs of individual staff (whose views may be sought as part of the assessment).
Where risks are identified, the employer must take steps to reduce them.

Advice To Individuals

Get Comfortable

Adjust your chair and VDU to find the most comfortable position for your work. As a broad guide, your forearms should be approximately horizontal and eyes the same height as the top of the VDU.
Make sure you have enough work space to take whatever documents or other equipment needed.
Try different arrangements of keyboard, screen, mouse and documents to find the best arrangement for them. A document holder may help avoid awkward neck and eye movements.
Arrange your desk and VDU 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.
Make sure there is space under the desk to move your legs freely. Move any obstacles such as boxes or equipment. particularly for smaller users.

Keying in

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.
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.

Using a mouse

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.

Reading the screen

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 (avoid red text on a blue background, or vice-versa).
Individual characters on the screen should be sharply focused and should not flicker or move. If they do, the VDU may need servicing or adjustment.

Posture and breaks

Don't sit in the same position for long periods. Make sure you change your posture as often as practicable. Some movement is desirable, but avoid repeated stretching to reach things you need (if this happens a lot, rearrange your workstation).
Most jobs provide opportunities to take a break from the screen, eg to do filing or photocopying. Make use of them. If there are no such natural breaks in your job, your employer should plan for you to have rest breaks. Frequent short breaks are better than fewer long ones.

Excellent guidance on the application of the Regulations is provided in a booklet from the HSE, see link opposite in addition a staff guide and self assessment form is indexed opposite.