General health and safety issues in the office

Infectious diseases can spread from person to person. Some infectious diseases, such as the common cold, are mild. Others can cause serious illness and death.

In some cases, employers may have specific legal duties under other legislation. For example, public health directions.

Employers need to identify hazards and assess the level of risk to the health of employees. This includes the risk of exposure to an infectious disease at their workplace, where relevant.

Risks of exposure to an infectious disease may come from a range of sources, including:

• working near other employees and clients or customers
• engaging with delivery drivers or contractors attending the workplace
• touching common surfaces such as desks, chairs and light switches
• sharing facilities such as lifts, bathrooms, kitchens and communal break areas
• sharing workplace items like computers or phones, or hot-desking
• inadequate ventilation systems.

Depending on the type of infectious disease and the health consequences, control measures may include:

• Staying up to date with infectious disease information.
• Following any restrictions or directions issued by the Australian and Victorian governments. This may include:
  • record-keeping
  • notifications
  • physical distancing
  • working from home.
• Eliminating or minimising hot-desking, particularly in pandemic or disaster situations.
• Providing appropriate personal protective equipment (PPE).
• Providing adequate personal hygiene and washing facilities. Ensuring employees follow good hygiene practices.
• Cleaning workplaces often.
• Ensuring ventilation systems are adequate.
• Educating employees on:
  • symptoms and what to do if they feel unwell
  • when to stay away from the workplace.
• Following occupational health and safety (OHS) risk management processes.
• Incorporating OHS preparations and risk control measures into a business continuity plan.
• Reviewing and evaluating risk control measures.
• Planning and managing the recovery phase.

Employers may not need to apply all the controls listed to meet their obligations under the OHS Act.

Infectious diseases

People in indoor environments like offices are at a higher risk of becoming infected with airborne diseases such as COVID-19. When an infected person has been present, the virus may linger for a longer time in:

• poorly ventilated spaces
• areas with stagnant air.

Adequate supply of fresh air to enclosed workplace areas helps to dilute the number of airborne virus particles. This lowers transmission risk.

Employers can ensure adequate ventilation using:

• Natural ventilation. This is fresh air coming in through open windows, doors or air vents. It depends on variable local conditions like:
  • size of window openings
  • weather conditions, including wind speed and direction.

Natural ventilation may not always quickly remove airborne virus particles.

• Mechanical ventilation. This is forced or induced ventilation using mechanical air-handling systems that bring in fresh air from outside. It forms part of a building's heating, ventilation and air conditioning (HVAC) system.
• A combination of the 2.

Employers can achieve better ventilation by:

• increasing the rate that air is supplied
• increasing the supply of fresh outdoor air
• reducing or eliminating recirculated air in HVAC systems
• improving filtration for air recirculated by HVAC systems if the ventilation rate is not compromised
• regularly maintaining the HVAC system, including changing filters.

Portable high-efficiency particulate air (HEPA) filtered air cleaners reduce the concentration of:

• airborne virus particles
• other aerosol contaminants.

HEPA units are not a substitute for ventilation. They may be appropriate in areas where:

• it is not possible to maintain adequate ventilation
• there is a high risk of disease transmission.

Employers should assess the risk and do a ventilation assessment. This should identify:

• what ventilation strategies are appropriate for the space
• if an air cleaner is needed
• where to place and how to maintain these units.

Employers should also:

• Work with the building's owner or manager to improve ventilation where possible.
• Consider engaging a suitably qualified person. For example, an occupational hygienist or a ventilation engineer.
• Ensure all heating and cooling facilities are serviced regularly and maintained in a safe condition.

Improving ventilation alone does not eliminate the risk of transmission via droplets and contaminated surfaces. It needs to be considered as part of a suite of infection control measures.

Other health problems from contaminants in air-conditioning systems include Legionnaires' disease. This is a severe form of pneumonia caused by exposure to legionella bacteria.

Infection with Legionnaires' disease is often the result of someone being exposed to mists of airborne droplets carrying the bacteria. Sources include:

• contaminated air conditioning cooling towers and warm water systems
• aerosols from spa baths or potting mix.

To help prevent exposure to legionella, employers should ensure:

• appropriate design and maintenance of air conditioning systems
• careful cleaning of water systems such as:
  • air conditioning units
  • cooling towers
  • pools
  • baths and showers.

In Victoria, the Public Health and Wellbeing Act 2008 requires:

• cooling towers to be registered
• a risk management plan to be in place
• regular testing and maintenance of systems.

Resources for further information on HVAC systems, ventilation and Legionnaires' disease include:

• WorkSafe Victoria
• Victorian Health Building Authority
• Victorian Department of Health
• Safe Work Australia
• Comcare
• Australian Building Codes Board
• World Health Organization.

Blood-borne diseases include:

• hepatitis B
• hepatitis C
• HIV.

Most office employees are not exposed to transmission risks for these diseases. This risk is increased:

• In health and human service organisations.
• If an office employee is exposed to infected blood, body tissues or fluids. For example, during first aid procedures.

In workplaces where blood-borne diseases have been identified as a hazard, control measures must be used. Where a policy is developed to minimise the risk of transmission of blood-borne diseases, it should:

• help employers to prevent and manage these hazards
• provide guidelines for managing situations where there is an increased risk of transmission
• include consultation with employees and any health and safety representatives (HSRs)
• cover issues of:
  • freedom from discrimination
  • employee confidentiality.

Alcohol and other drug use may become an OHS issue if it impairs an employee's:

• judgement
• coordination
• motor control
• concentration
• alertness at work.

Drug use includes prescription and illegal drugs.

The effects of alcohol and drug use can include:

• productivity
• quality of work
• motivation
• working relationships.

Where an alcohol and other drugs policy is developed, it should:

• provide guidelines for managing situations where there is an increased risk of impairment from alcohol and other drug use
• include consultation with employees and any HSRs
• cover issues of:
  • freedom from discrimination
  • employee confidentiality.

The aims of the policy should be:

• prevention
• education
• counselling
• rehabilitation.

Office employees who spend most daylight hours indoors may be at risk of vitamin D deficiency. The risk is greater during cooler months with fewer daylight hours.

Vitamin D helps the body absorb calcium to keep bones and muscles strong and healthy. Low vitamin D levels have been linked to diseases such as:

• cardiovascular disease
• cognitive impairment
• asthma
• cancer.

Food does not provide sufficient vitamin D.

Most Australians get their vitamin D from exposing bare skin to ultraviolet B (UVB) light from the sun. The amount of time each person needs in the sun varies. It depends on factors such as:

• skin colour
• location
• time of the year
• time of the day
• cloud cover
• the environment
• the amount of skin uncovered.

Too much sun increases the risk of skin cancer. It can even cause vitamin D in skin to break down.

In summer, most people get enough vitamin D from a few minutes of incidental sun exposure. It is important to avoid times of high UV.

During autumn and winter in Victoria, the UV index is typically below 3. This makes the middle of the day the best time to absorb vitamin D.

Employers can encourage employees to:

• follow sun-safe guidelines published by the Cancer Council
• spend a few minutes outside each day to boost vitamin D levels.

The most common injuries occurring in offices are:

• musculoskeletal disorders (MSDs)
• cuts and bruises.

Employers must provide adequate facilities for the welfare of employees in the workplace. This usually includes:

• appropriate first aid facilities
• people trained to administer first aid.

Employers should develop workplace policies and procedures for:

• dealing with minor injuries and illness
• managing first aid.

Compliance code: First aid in the workplace

Under the OHS Act, employers and self-employed persons must notify WorkSafe immediately after becoming aware a notifiable incident has occurred. Failure to report an incident to WorkSafe is an offence and may result in prosecution.

For more information on notifiable incidents, see 'Duties relating to incidents' in Health and safety responsibilities.

Health and safety responsibilities

Workplace-based early intervention and rehabilitation aims to:

• maintain injured employees at work
• return them to appropriate work in a timely and cost-efficient way.

To manage risks associated with workplace injury, employers should:

• Develop a policy for early intervention and occupational rehabilitation. This should integrate with relevant OHS prevention policies and procedures. It should also assign responsibilities to relevant people.
• Seek advice from the appropriate workers' compensation authority or insurer.

The return-to-work process

Office emergencies are rare. But every office has potential security and emergency situations, including:

• fire
• bomb threats
• forced entry or hold-ups.

The risks from emergencies or security breakdowns will vary considerably depending on the:

• size and layout of the office
• industry involved
• type of information and valuables that may be on the premises.

Regardless of size, every office or workplace should have a fire protection system in place. This system may range:

• from a simple plan of exit and provision of fire extinguishers
• to a system that includes:
  • elected and trained fire wardens
  • a central controller
  • immediate communication to fire services.

Employers should ensure that every employee:

• is aware of the hazards that may contribute to a fire
• regularly practises an emergency exit from the workplace.

AS 1851-2012: Routine service of fire protection systems and equipment sets out requirements for the inspection, testing, preventive maintenance and survey of fire protection systems and equipment.

Multistorey and large offices need:

• secure entrance to buildings
• employee identification systems.

This is especially important in workplaces that are at risk of:

• client threat
• violence
• theft.

To minimise the risk of security breaches, employers should:

• provide duress alarms for employees who interact with the public
• design entrance areas to discourage client access
• have security staff check entrances and visitors in vulnerable areas.

Employers should provide a documented procedure wherever there could be a threat of weapons or bombs. This will help guide employees in:

• responding to threats
• getting information to identify the person making the threat.

To minimise the risks, employers should ensure that:

• Employees understand procedures for exiting the workplace. For example, if buildings or areas need to be cleared due to fire.
• There are regular drills and refresher training.

For a complex working environment, an emergency management consultant may be needed. They will set up emergency systems to minimise risks from physical or psychological harm.

Some employees may face aggression or violence. Where this is a risk, employers should develop an emergency response plan. This may include providing trauma counselling to employees.

For more information, see 'Aggression or violence' in Common hazards in office work.

Common hazards in office work

Keep walkways, entrances and exits clear to allow for pedestrian traffic.

Equipment and documents often move in and out of the office faster than people can deal with them. This can make storage a challenge.

It can be useful to set aside an area for items like cartons waiting to be packed or unpacked. This avoids using aisles and passages as a temporary storage space.

Employers should regularly maintain and review storage facilities to ensure they are:

• functioning safely
• being used to their best advantage
• easily accessible to relevant employees
• organised to minimise any hazardous manual handling risks.

Storage facilities in offices often reach their capacity. Employers may need to review items in storage. For example:

• Dispose of old directories and redundant files. These can take up valuable space.
• Repair or replace broken equipment in a timely way. Do not leave it to accumulate in valuable storage space.
• Use a labelling system to help manage storage areas.
• Consider off-site storage.

Common cleaning products can also be harmful chemical substances if there is an accident. When storing cleaning products:

• keep each product in an appropriate container
• clearly label it with the product name.

To minimise disruption and hazards in the office, employers should:

• Plan and manage the collection, disposal and recycling of wastepaper.
• Consider the location and use of paper shredding machines. Hazards include:
  • noise
  • mess from spills when emptied.

Provide paper shredders with an angled entry chute. Putting paper into a shredder can be hazardous if items of clothing such as ties become trapped.

Food hygiene is important. Common ways to transmit harmful bacteria include:

• poorly cleaned eating utensils
• unwashed dishcloths.

Old food in fridges smells. It can also introduce bacteria into the main food storage area. Employers should:

• develop a system for throwing away unwanted food at the end of the working week
• provide adequate washing-up facilities or a dishwasher.

Electrical cords or cables, including extension cords, should not lie on floors. They:

• are vulnerable to water and physical damage
• create a trip hazard
• are easily damaged by trolleys and chair castors
• can become an electrical hazard.

There is a risk of electrocution or fire from:

• overloading power boards
• using unauthorised or modified plugs
• using frayed power cords.

Employers should do a visual inspection of leads and equipment before use. Look for:

• cuts, fraying, heavy scuffing
• damage to plug, bent pins, taped leads
• visible coloured wires
• signs of overheating such as burn marks or staining on the plug.

It can be hazardous to use electric radiators in the confines of office workstations. Alternative appliances may be used while employers review, repair or maintain the climate control in the office. These should be of a closed type with no potential for causing a fire hazard.

If extension cables are used, they should be linked to power boards with:

• built-in safety fuses
• switches for each outlet.

Cords and cables can be temporarily taped onto doorframes and pillars to get them off the floor. As soon as practicable, a qualified electrician should be engaged to:

• install permanent power points
• secure cords and cables along walls or within partitions.

A qualified electrician should also do regular testing and tagging of electrical equipment. This will find electrical faults and deterioration that cannot be seen visually.

See AS/NZS 3760:2010: In-service safety inspection and testing of electrical equipment and RCDs for information about appropriate intervals for testing and tagging.

Slips, trips and falls are a major source of office accidents and injuries. These often occur:

• when someone walks on a slippery floor
• from obstructions and uneven surfaces
• in poorly lit stairwells
• on worn stair edges
• when employees use chairs or shelves as steps to reach upper storage levels.

Employers should ensure that:

• spilled materials are cleaned up immediately
• floor surfaces are clear and even.