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In: Articole SSM0

Specific Health and Safety Instructions Regarding Office Activities

It is prohibited to use improvised objects to secure computing equipment.

Use equipment like copiers with extreme caution (laser rays can cause blindness, and some components are hot).

Check if hazardous parts of equipment are provided with safety devices. Working with equipment without any safety devices in place is forbidden.

Do not use the copier with the lid of the document compartment open.

A visible evacuation plan must be displayed in case of danger.

Paths to evacuation areas must be kept clear of any objects or equipment that could impede workers’ exit in case of danger.

Workers primarily working in front of monitors or display equipment must follow these rules:

  • Viewing distances and angles must comply with the job requirements and standard working positions.
  • To maintain a comfortable working position and avoid glare, the user must tilt or rotate the screen according to the height of their eyes above the work surface.
  • The optimal height of the center of the screen should correspond to a viewing direction inclined between 10 and 20 degrees below the horizontal plane at eye level.
  • The keyboard height should ensure an angle between the arm and forearm of at least 90 degrees when in use.
  • The distance between the work surface and the sitting surface should be between 200 and 260 mm.
  • The screen, document holder, and keyboard must be placed at approximately equal distances from the user’s eyes, about 600 ±150 mm.
  • Video terminals should be placed in such a way that the viewing direction is parallel to light sources (natural and artificial).
  • Workstations with video terminals should be placed between rows of lighting fixtures in the workspace.
  • Video terminals should be placed at a distance from windows.
  • Glazed surfaces should not be situated in front or behind the user.

Eating food on the computer table or above the keyboard is prohibited.

Any defective office item detected must be immediately repaired. If this is not possible, it must be withdrawn from use.

Repairs must be performed only by qualified personnel. Using improvised methods or untrained personnel is forbidden.

Office furniture should be arranged to ensure easy and safe movement without risk of accidents.

Storing or temporarily placing objects at height (on cupboards, coat racks, etc.) that could fall and cause accidents is forbidden.

The workstation and chair should be arranged to ensure optimal working conditions and full safety. It is forbidden to balance or use the chair in a risky manner.

Work areas must be clean and orderly to prevent the risk of slipping. Immediate action must be taken to remove any slipping hazards.

Floors must be well-maintained, and any traces of water or other liquids must be immediately removed.

Stair usage must adhere to the following norms:

a) move only on the right side; b) walk slowly; c) use handrails, do not read documents while going up or down the stairs, and avoid distractions; d) remove any objects that could cause slipping from the steps.

Doors with glass windows must be handled carefully. Leaning or pushing against the glass parts is forbidden.

Upon exiting the building, look in all directions to avoid being surprised by any vehicles.

When using a knife, scissors, or any other cutting tool, exercise caution to avoid cutting yourself or others. Perform cutting operations in a safe location and under safe conditions.

Drawers must normally be kept closed. Open them only under safe conditions that do not risk causing injury.

Employees are prohibited from using computing equipment they are unfamiliar with or have not been trained to use. Training responsibility lies with the workplace manager.

Fire intervention and evacuation in an office setting require well-defined protocols to ensure the safety of all occupants

Before the Fire:

  1. Preparation: Make sure fire extinguishers are easily accessible and that everyone in the office knows their locations.
  2. Training: Ensure that at least a few people in the office are trained in using fire extinguishers.

When a Small Fire Occurs:

  1. Sound the Alarm: Alert everyone in the office immediately, either by shouting „Fire!” or activating the fire alarm if available.
  2. Assess the Situation: Quickly determine if the fire is small enough to be put out with a fire extinguisher. If the fire is spreading rapidly or produces a lot of smoke, evacuate immediately and call emergency services.
  3. Call for Help: Even for small fires, it’s always good to have emergency services on their way. Dial the emergency number or instruct someone to do it.
  4. Get the Fire Extinguisher: Retrieve the nearest fire extinguisher.

Using the Fire Extinguisher:

Remember the P.A.S.S. technique:

  • Pull: Pull the pin to break the tamper seal.
  • Aim: Aim low, pointing the extinguisher nozzle at the base of the fire.
  • Squeeze: Squeeze the handle to release the extinguishing agent.
  • Sweep: Sweep from side to side at the base of the fire until it’s out.
  1. Move Quickly but Safely: Approach the fire and use the fire extinguisher as instructed above. Make sure you’re not blocking your escape route.
  2. Verify Extinguishment: After the fire appears to be out, watch carefully for any signs of re-ignition and be prepared to act again if necessary.

After the Fire:

  1. Ventilation: Open windows or use fans to ventilate the area and clear out any smoke or fumes.
  2. Inspection: Have the fire safety equipment and area inspected to make sure it’s safe to continue normal operations.
  3. Report and Review: File any necessary reports about the incident and review it to determine how to prevent similar occurrences in the future.
  4. Refill/Replace Fire Extinguisher: Used or old fire extinguishers should be replaced or refilled immediately.

Evacuation during a fire or other emergency is especially crucial, as confined spaces can quickly become dangerous

Preparing for an Emergency:

  1. Plan: Have an emergency evacuation plan in place that is communicated to all employees.
  2. Signage: Clearly mark all emergency exits and post evacuation maps at key points.
  3. Drills: Conduct regular fire and emergency evacuation drills to ensure everyone knows what to do.

When an Emergency Occurs:

  1. Sound the Alarm: Alert everyone in the office either by shouting „Fire!” or by activating the fire alarm.
  2. Call for Help: Dial the emergency services immediately, or instruct someone to do so.
  3. Don’t Panic: Remain calm and instruct everyone to leave their workstations and proceed to the nearest exit.

The Evacuation Process:

  1. Orderly Exit: Evacuate the premises in a calm, orderly manner. Do not push or shove.
  2. Close Doors: Close doors behind you to contain the fire but do not lock them.
  3. Use Stairs: Do not use elevators, as they could become stuck or malfunction.
  4. Special Needs: Assist those with special needs to ensure everyone gets out safely.
  5. Accounting for Employees: Proceed to a designated muster point at a safe distance from the building. A headcount should be conducted to ensure everyone is accounted for.
  6. Do Not Re-Enter: Under no circumstances should anyone re-enter the building until it is declared safe to do so by the authorities.

After the Evacuation:

  1. Inform Authorities: Give a full account of the event to emergency services upon their arrival.
  2. Inspection: Wait for the building to be declared safe by fire or other emergency services before re-entering.
  3. Review: Conduct a post-incident review to identify any areas for improvement in your emergency response plan.

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