CHAPTER 14 - OFFICE SAFETY

Effective Date: July 1, 1997 (Issue No. 2)

Last Updated: December, 2025

A. Introduction

Traditionally an office environment is viewed as non-hazardous. However, injuries do occur in offices, some of them may cause significant sufferings and loss of work time.

Safety precautions set forth in this chapter should be observed in order to prevent injuries and health problems commonly associated with working in the office setting.

 

B. Responsibility

The overall responsibility for safety in the workplace rests with the Department Head with the cooperation and support of the Departmental Safety Officer, office manager, and supervisors. A safe working environment contributes positively to office morale and productivity.

 

C. Use of Computer at Work

Working with computers has become a major part of office work. Besides the problems associated with prolonged sitting, other potential health problems have been identified among computer users, such as eye strain and injuries of the muscles, tendons and nerves of the wrists, arms, shoulders, neck and back. Injuries of this sort are often called "repetitive stress injuries" (RSI).

 

Legal Requirement

To protect the safety and health of employees who need to use computers and other display screen equipment at work for prolonged periods of time, a regulation entitled "Occupational Safety and Health (Display Screen Equipment) Regulation" was enacted by the Hong Kong SAR Government and has become fully in force in April 2003. 

 

Application:

Regulation applies to a workstation in a workplace that is provided by a person responsible for the workplace to be used by users for work; Interpretation in the regulation:

Display Screen Equipment (DSE): Any display screen which shows letters, numbers, characters or graphics, regardless of the display process involved.

Workstation: An assembly comprising display screen equipment, any chair, desk, work surface, printer, document holder or other item peripheral to the display screen equipment, and the immediate working environment around the display screen equipment.

User: An employee who, by reason of the nature of his work, is required to use display screen equipment for a prolonged period* of time almost every day.

*According to the Code of Practice for Working with Display Screen Equipment, the prolonged period is defined as either (a) continuously for at least 4 hours during a day; or (b) cumulatively for at least 6 hours during a day.

Responsibilities:

1. Head of Department
   1. Ensure all DSE users in the department should complete the DSE User Training.
   2. Ensure DSE Workstation risk assessment is completed for the DSE user. Mitigation measures are taken for identified potential health hazards in the risk assessment.
   3. Depending on the size of the department, appoint at least one staff member to be the DSE Workstation Assessor(s) (DWA) responsible for conducting the DSE Workstation risk assessments.
   4. Notify HSEO the appointed DWA and any updates, if applicable.
2. The Departmental DSE Workstation Assessor (DWA)
   1. Should attend the Competency in Display Screen Equipment Assessment Training, either provided by HSEO or by other recognized training organizations before conducting the DSE Workstation risk assessment.
   2. Conduct DSE Workstation risk assessments for DSE users in the department following the Workstation Risk Assessment Platform.
   3. Provide practical advice on the adjustments for the workstation setup.
   4. Follow up on any identified health hazards to ensure appropriate actions have been taken.
   5. Maintain the DSE Workstation risk assessment records.
3. DSE Users
   1. Complete the DSE User training within the timeline.
   2. Assist the DWA to complete the DSE Workstation risk assessment.

DSE Workstation Risk Assessment

1. Risk Assessment
   • DWA shall complete the DSE Workstation risk assessment before it is first used by DSE users by using the “Workstation risk assessment platform”.
   • Identifying and assessing the risk to the safety and health of DSE users.
   • Deciding whether existing precautions are adequate.
2. Frequency of conducting DSE Workstation Risk Assessment
   • An initial DSE Workstation risk assessment shall be conducted before it is first used by DSE users. Risk assessment shall be conducted again whenever there has been a significant change in the workstation.
3. Record Keeping
   • All records of DSE Workstation risk assessment shall be kept in the “Workstation risk assessment platform” and shall retain that record for a period of at least 2 years after that workstation ceases to be used by any DSE user.
4. DSE User Training Video and Workstation Risk Assessment Platform
   • Safe Use of Computer Workstation Video, HSEO
   • Workstation Risk Assessment Platform, HSEO

 

Additional information can be obtained from the below guidelines "Setting up and working at a proper computer workstation".

 

D. Housekeeping

One of the most significant contributions to safety in the workplace is good housekeeping practices. Good housekeeping means careful planning and establishment of workplace layout, combined with continued vigilance, maintenance and cleanliness. On the other hand, poor housekeeping is the root cause of most accidents in the office, such as fire, slipping, tripping and falling, etc.

To avoid collisions, trips and slips, all internal thoroughfares and circulation routes should be clearly signed, outlined, free from obstructions, surface defects and litter. Proper attention should be given to the following:

• Spills should be dealt with immediately. They should be cleaned up or cordoned off immediately.
• Wet areas must be adequately cordoned off with warning signs posted, such as during floor cleaning or waxing operations. 
• Damaged floor surfaces such as chipped concrete floors, warping tiles, or worn spots in the carpet, etc., should be reported to CMO immediately for repair. The damaged areas should be effectively cordoned off.
• Aisles, walkways and stairs must be kept free from boxes, wastebaskets, chairs, and other obstacles that impede traffic.
• Electric and telephone cables should not be trailed across aisles and walkways, and should be arranged so that they do not pose a tripping hazard.
• Desks should be kept tidy. Drinks should be placed in spots where they cannot be knocked over easily. They should not be placed near computers and other electrical equipment. Materials should be stacked properly to prevent falling.

 

E. Fire Safety

Precautions set forth under Chapter 3 Section 1 and Chapter 6 of this manual should also be observed where applicable. The following are some of the specific fire safety precautions to be observed in the office:

• Smoking is one of the major causes of fires in the office environment. At HKUST, smoking is prohibited in all building premises including student halls.
• Flammable fluids may sometimes be used in the office. These must be properly stored in safety cans and approved safety cabinets as required according to the quantity being kept.
• The use of electric space heaters in the office should be avoided. If used, they should be located at a safe distance from combustible materials.
• To prevent over-heating, vents for heat generating office equipment such as computer monitors, copying machines, etc. must not be blocked.
• Overloading of power sockets can lead to overheating and fire. The use of adaptors should be avoided to prevent overloading. If unavoidable, make sure that the adaptors and extension boards to be used must be up to the required safety standards.
• All fire exits must be clearly marked with exit signs. Fire exit signs should be visible at any location in the office. All fire doors must be kept closed to prevent the spread of fire and smoke during a fire. However, these doors MUST NOT be locked when people are working in the area.
• Floor plans showing fire escape routes and fire assembly points, together with the fire evacuation procedure should be posted at conspicuous locations in the office.
• Hose reels, sprinkler heads and fire extinguishers (if installed) must not be blocked or obstructed. A minimum clearance of 450 mm should be maintained below sprinkler heads.

 

F. Use of Electrical Equipment and Machines

The misuse of electrical equipment can lead to a wide variety of potential hazards, including slips and trips over trailing cables, ill-placed floor sockets, and fans; cuts and lacerations by dangerous machine parts. In more serious cases, electric shocks and burns can also result from faulty installations and damaged electrical parts. The following precautions should be observed :

• Do not tamper with electrical equipment and electrical installations. Contact CMO if such work is required. Damaged electrical cords and faulty electrical equipment must be reported promptly to CMO or the appropriate equipment suppliers for appropriate actions.
• All electrical equipment should be maintained and repaired by qualified persons.
• All electrical equipment should be of safe design and construction and operated in accordance with manufacturer’s instructions.
• All electrical equipment must be properly connected to power sources by proper plugs and connections.
• Power supply for electrical equipment via trailing cables or extension cords should be minimized as much as possible. Permanent wiring should be arranged by fixing additional power outlets near the equipment, or laying suitable conduits for equipment which are to be used for extended periods of time.
• Except for equipment that must always be turned on, (e.g. fax machines, refrigerators, etc.), all other equipment should be switched off at night when nobody is working in the office. 
• Many office machines and equipment such as electric typewriters, shredding machines, stapling machines, letter opening machines, guillotines, etc., have moving parts which can be dangerous and result in serious injures to personnel. These machines and equipment must be equipped with proper safety devices and guards. Staff required to operate these machines should receive proper training. 
• Avoid wearing loose-fitting clothing, dangling bracelets, rings, ties or even long hair when you need to operate or work around power-driven office machines e.g. paper shredder.

 

G. Movement in the Office

Many accidents in the office occur simply when people are moving around. These are normally the result of an unsafe environment, unsafe personal factors, or both. The following are some recommended precautions :

• Running in the office can cause a serious fall or collision. Walking is far safer as falls and collisions can be avoided more easily.
• Reading while walking is very dangerous and should be avoided.
• Handrails must be used when ascending and descending stairs. Never have both hands occupied for carrying things or in the pockets when using the stairs.
• Never carry things in such a way that your vision is obscured.
• Walk cautiously and slowly when approaching blind corners, especially when carrying objects.
• Doors at common areas should be constructed with viewing panels so that any person on the other side of a door can be seen.
• Transparent glass doors can be dangerous when people are unaware of their existence. They should be marked by some means so that they can be noticed.
• Self-closing doors having too much spring tension can sometimes cause problems. This should be reported to CMO for appropriate adjustments.

 

H. Lifting and Carrying

Back injuries can be caused by improper lifting and carrying things in the office. There are simple lifting rules which can prevent injury and which are found in  Chapter 5, Section 3 of this manual on "Material Handling". Additional information can also be obtained from this online safety training module on "Back Care Basics"

 

I. Storage and Filing

This is a major activity in the office. The following precautions shall be observed :

• Shelves must be securely fixed to prevent them from tipping over. When storing materials on shelves, heavier items should always be stored at lower levels.
• When filling a filing cabinet for the first time, ensure that it is properly balanced. Do not fill from the top down.
• All drawers of desks and cabinets must be closed as soon as things have been put in or taken out in order to prevent people from walking into them.
• Only one drawer of a file cabinet should be pulled out at any one time to avoid the cabinet from tipping over. Most HKUST file cabinets are constructed so that it is not possible to open more than one drawer at a time.

 

J. Reaching for High Places

Proper ladders, or steps should be used for reaching high places. The use of chairs (especially swivel chairs on castors), boxes, drawers or other make-shift objects can result in serious falls and must be prohibited.

 

K. Cuts by Sharp Objects

Sharp objects such as pencils, ball point pens, letter openers, scissors, razor blades, etc. can cause serious injury. These items must be properly placed inside drawers. When they are put inside a pen holder, the sharp ends must not be allowed to point upwards. Pins should not be placed casually on the desk, but should be properly contained.

 

L. Burns and Scalds

This kind of injury can happen when handling hot drinks and hot food, especially in the pantry. The temperature of certain parts of some office equipment and machines (e.g. printer head, some parts of photocopying machines, etc.) is high enough to cause burns.

• Ensure that the pots and stoves used in the pantry are of the appropriate size and type so that there is no risk for the pot to tip over. Pots should be properly placed on the stoves.
• All heating surfaces (stoves) and pots in the pantry should be regarded as hot if uncertain. Pots holding hot substances must not be placed in public areas.
• Avoid congestion inside the pantry.
• Improper use of microwave ovens may also cause burns and scald injuries. Never heat food stuff inside air-tight containers. The manufacturer’s operating instructions must be strictly followed.
• Never put hot drinks in places where they can be easily knocked over. Sufficient warnings should be given to other persons who are nearby when hot substances are being moved or handled.
• Never touch any hot machine parts (which are normally labeled).

 

M. Use of Chemicals

The wide range of equipment being used, and activities being carried out in an office setting today have greatly extended the number of chemicals used daily in cleaning, lubricating, printing, developing, copying, toning and other activities. Many of these chemicals are irritant to skin, eyes and mucous membranes and may cause drowsiness, or intoxication. Some even present fire risks. Staff using these chemicals should be fully aware of their hazards. Manufacturer’s instructions for use must be explicitly followed.

More information on chemical safety can be found in Chapter 8 of this manual.