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6105
Appendix T1 Office
Safety Requirements |
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Most office hazards are easily controlled by using
common sense; following manufacturer and product label recommendations; and enforcing good housekeeping techniques. Some hazard issues,
however, can only be controlled during day-to-day operations with the
cooperation of the individuals involved. These issues include, but are not
limited to:
·
Personnel Hazards |
·
Fire Hazards |
o Repetitive Motion - Ergonomics |
o Smoking |
o
Reaching |
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·
Mechanical Hazards |
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·
Chemical Hazards |
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This document provides action steps to be performed to mitigate these recognized hazard issues.
This office safety program provides guidelines for safe behavior and practical solutions to typical safety/health issues found in an office environment. It is impractical to address every issue that may occur. Jefferson Lab expects its employees to act responsibly and to use common sense when addressing an issue not specifically stated within this document.
The process steps for this procedure are performed in coordination with ES&H Manual Chapter 6106 Office Safety.
NOTE: Management authority may be delegated at the discretion of the responsible manager.
· Act in a professional, responsible manner in buildings under Jefferson Lab’s authority.
3.2 Supervisor/Subcontracting Officer’s Technical Representative (SOTR)/Sponsor
· Inspect and enforce good work practices as outlined within this document.
Unless otherwise stated, everyone at Jefferson Lab may perform the process steps outlined below.
Accidents
are often caused by obstacles in the walkway, defects in floor/stair coverings,
or wet surfaces.
Step 1:
Correct the problem if willing and able; or proceed to Step 2.
Step 2:
Place warning devices such as cones, signs, or temporarily rearrange
furniture to direct traffic away from the problem area.
Step 3:
Submit a Facility
Management Work Request to correct the problem.
Use cable ties, tenders, or floor guards, available on Webstock, to prevent trip hazards. |
A poorly designed
workstation can cause health problems. ES&H Manual Chapter
6105 Appendix T2 Office Ergonomics provides considerations
for configuring an ergonomically correct work station.
4.1.3
Lifting, Carrying, and
Lowering
Individuals are not
to lift heavy objects unassisted. A variety of service professionals and
equipment are available to perform this type of work.
Step 1: Test the load. If there is strain on the back, arms, or leg muscles, go to Step 2.
Step 2: Request assistance from a co-worker;
OR
Alternate Step 2: Submit a Facility Management Work Request.
If you are unfamiliar with proper lifting techniques Jefferson Lab offers Safe Lifting (Ergonomic) Training (MED05). |
If you need to climb to
reach things use a suitable step stool or ladder (see ES&H Manual
6132 Ladder and Scaffold Safety). If one is not available:
Step 1:
Order one through Jefferson Lab Webstock. If you need assistance
in selecting and appropriate item contact Industrial
Safety to discuss approved options.
OR
Alternate Step 1: Submit a Facility
Management Work Request.
4.1.5 Housekeeping
Often hazards are overlooked because of poor housekeeping. Do not
allow unused items to clutter an area.
4.1.5.1
Repair
Broken Equipment
Step 1:
Submit a Facility Management Work Request
for repair of broken equipment.
Step 2:
Prevent the equipment from
being used while awaiting service.
·
Unplug it.
·
Tag it with an explanation of
condition; date; contact name; and telephone number.
4.1.5.2
Replace
Out-Dated Equipment
Step 1:
Request new equipment per your
department’s purchasing procedures.
Step 2:
Use Jefferson Lab’s approved
purchasing methods:
·
Webstock
·
JLab Requisition System -
Maximo
·
Per your Supervisor’s
direction
·
Store heavy items on lower
shelves
·
Do not overload shelves
·
Never leave a drawer open and unattended
·
Only open one drawer at a time
Safe egress is considered to be at least 28-inches. (See the Fire
Protection Engineer for a determination as various factors and exceptions
exist to this rule.)
·
Move furniture that may
obstruct safe egress, cause an obstruction, trip hazard, or other difficulty in
movement.
·
Doors must swing without
obstruction.
·
Keep office equipment away
from desk or table edge.
·
Use designated storage areas.
Do not store items in walkways, designated egress pathways, or stairways.
·
Clearly mark boxes and
storages bins with content description, contact name, and phone number.
·
Store items inside cabinets,
not on top.
Electrical incidents in an
office can occur as a result of faulty or defective equipment, unsafe
installation, or misuse.
Step
1:
Purchase and use only
Jefferson Lab approved electronic office equipment.
Step
2:
Follow manufacturers'
guidelines for use and routine maintenance. Keep the owner's manual for future reference.
Step
3:
Inspect cords and plugs
periodically.
·
Replace those that are
damaged
·
Use GFCI
outlets near water
·
Do not overload a single
outlet
·
Use cable ties/tenders to
prevent fraying
Step
4:
Submit a
Facilities Management Work Request if additional outlets are required.
Step
5:
Submit a Custodian Re-Assignment/Property
Relocation and Disposal Request to remove/dispose of damaged, expired, or
excess equipment.
Individuals are not permitted to smoke
in any building under the authorization of Jefferson Lab. (See Administrative
Manual – 208 Employee Performance and Conduct, Section 07 – Smoking Policy).
Step 1:
If smoke is observed or smelled within a
building perform emergency evacuation procedures per ES&H Manual Chapter
3510 Appendix T1 Building Evacuation Procedure and your
supervisor/SOTR/Sponsor’s instructions.
As part of its emergency response procedures Jefferson Lab
requires that everyone be advised by their supervisor/SOTR/sponsor of the means
for safe egress from their primary assigned location to a designated “muster
point.” Muster points are identified on
emergency egress plans posted at strategic locations within the buildings.
Step 1:
Remove items stored in egress pathways.
Step 2:
Periodically review egress and
muster point locations.
4.3
Mechanical
Hazards
Office equipment and tools pose unique hazard issues if not
maintained or stored properly. These hazards include but are not limited to:
Step 1:
Keep cutter arm/blades locked when not in use.
Step 2:
Ensure the tension device holds the arm/blade securely in the
position during use. (e.g., Guillotine-type paper trim should not fall shut
during use.)
4.3.2
Pinch/Puncture/Cuts
Step 1:
Keep tools and equipment
closed when not in use.
Step 2:
Keep your fingers well clear of the blade’s path.
Step 3:
Keep your hands away from
spinning, grinding, sliding or flexing tools and equipment.
Jefferson Lab understands that chemicals (e.g., printer toners,
adhesives, and sanitizers) are used in an office environment and has determined that working with
chemicals carries an unmitigated Risk Code >2
(see ES&H Manual
Chapter 6610 Chemical Hygiene Program). At a minimum all tasks requiring
chemicals are discussed with your supervisor so that it is clearly understood
that the following activities are being performed:
Step 1:
Read and follow the
information on the product label and/or the Safety Data Sheet
(SDS). (If you are uncertain how to interpret the information, or if you want
more information about a product, contact the SDS
Coordinator).
Step 2:
Adequate ventilation requirements
are enforced. Excessive concentrations
of airborne chemicals can pose a health hazard.
Step 3:
Disposal consideration. Reprographic
chemicals (e.g., liquid and dry toner), paints, and adhesives cannot be
disposed of in regular office trash. Contact the SDS
Coordinator for appropriate disposal options.
5.0 Revision Summary
Revision 1.2 – 11/02/20 – Updated header and footer, change ESH&Q to ES&H, minor edits no approval needed
Revision 1.1 –
11/02/15 – Periodic Review; reference to Material Safety Data Sheet (MSDS)
replaced with Safety Data Sheet (SDS)
Revision 1.0 –
12/21/10 – Formerly titled ‘Workplace Safety Requirements’, renamed to reflect
current laboratory operations
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ISSUING
AUTHORITY |
TECHNICAL POINT-OF-CONTACT |
APPROVAL
DATE |
REVIEW DATE |
REV. |
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ES&H Division |
11/02/15 |
11/02/25 |
1.2 |
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