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Working with computers: health and safety issues

This document was written, and licensed for publication by MDA.

The Health and Safety (Display Screen Equipment) Regulations 1992 came into effect from January 1993 to implement an EC Directive. They require employers to minimise risks in visual display unit (VDU) work by ensuring that workplaces are well designed.

Visual display unit (VDU), visual display terminal (VDT), monitor and display screen equipment (DSE) all mean the same thing - a display screen, usually forming part of a computer and showing text, numbers and graphics.

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 at work legislation.

How does this affect you as an employer?

Employers have to:

  • Analyse workstations, and assess and reduce risks;
    Employers need to look at the whole workstation including equipment, furniture and the work environment; the job being done; and any special needs of individual staff. Where risks are identified, the employer must take steps to reduce them.
  • Ensure workstations meet minimum requirements;
    These requirements should normally be found in a workstation, such as adjustable chairs and suitable lighting. They are set out in a schedule to the Regulations, covering screens, keyboards, desks, chairs, the work environment and software. All workstations covered by the Regulations now have to comply, to the extent necessary for the health and safety of workers.
  • Plan work so there are breaks or changes of activity;
    The need for breaks depends on the nature of the work. The Regulations require breaks and changes of activity but do not specify their timing or length. The general principles are that frequent breaks are better than longer, less frequent ones. Ideally the individual should have some discretion over when to take breaks.
  • On request arrange eye tests and provide spectacles if special ones are needed;
    Employees can ask their employer to provide and pay for an eye test by an optometrist or doctor. There is also a requirement to test at further regular intervals.
  • Provide health and safety training and information.
    Employers have to provide training to make sure employees can use their VDU and workstation safely, and know how to make best use of it to avoid health problems, for example by adjusting the chair. Information should be provided for staff about VDU health and safety. Information should also be provided about the more specific steps taken by the employer to comply with the regulations, such as arrangements for breaks and action taken to reduce risks.

What can I do to help myself?

Getting 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 your eyes the same height as the top of the VDU;
  • Make sure you have enough desk space for documents and other equipment;
  • Try different arrangements of keyboard, screen, mouse and documents to find the best arrangement for you. A document holder may help you avoid awkward neck and eye movements;
  • Arrange your desk and VDU to avoid glare, or bright reflections on screen. This will be easiest if neither you nor the screen is directly facing windows or bright lights. Adjust curtains and blinds to prevent unwanted light;
  • Make sure there is space under your desk to move your legs freely. Move any obstacles such as boxes or equipment;
  • Avoid excess pressure from the edge of your seat on the backs of your legs and knees. A footrest may be helpful, 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 you 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 the 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

  • Do not 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;
  • Most jobs provide opportunities to take a break from the screen, e.g. to do some 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.

Sources of advice and help

This fact sheet is adapted from the Health & Safety Executive (HSE) leaflet Working with VDUs.

The HSE has published two other guidance booklets giving detailed information on the Display Screen Equipment Regulations:

VDUs: An Easy Guide to the Regulations.
This is the booklet HSE recommends for most employers who have staff using standard VDUs in offices. It gives practical guidance, in plain language, on how to comply with the Regulations with a minimum of effort and expense. It is illustrated in colour and includes a checklist for workstation assessment.

Display Screen Equipment Work. Health and Safety (Display Screen Equipment) Regulations 1992. Guidance on Regulations.
This booklet in HSE's Legal series gives comprehensive guidance on interpretation of each part of the Regulations. It includes the text of the Regulations. It applies mainly to employers who need to check the detail of particular requirements, or anyone who wants advice on application of the Regulations to display screen equipment other than ordinary VDUs in offices.

HSE publications are available from:

HSE Books,
PO Box 1999,
Sudbury,
Suffolk
CO10 6FS

Tel: 01787 881165
Fax: 01787 313995

Website: http://www.hse.gov.uk

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