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Office Safety Program (RMS-8, Rev.1)CITY OF DELRAY BEACH EMPLOYEE SAFETY MANUAL DEPARTMENT: Risk Management POLICY NUMBER: RMS-8 SUBJECT: Office Safety Program SUPERSEDES: REVISION: 05/24/2023 APPROVED BY: Te rrence R. Moore, ICMA-CM, City Manager PURPOSE The following Office Safety Program has been established to ensure general safety practices are known to those employees who work in an office environment; including employees whose jobs require both "inside and outside" activities. All Departments will participate in this Program. A copy of this written Program is available online on the City's website. POLICY A.Each Department Head is responsible for the administration of this Program as it applies to the Department's various Divisions. This includes the development and maintenance of procedures which are specific to the various Divisions' operations and adhere, at a minimum, to the requirements of this Program. B.Each employee should understand that this Program is intended to provide a minimum level of safety and security while they are doing their job, that they are responsible to know and practice the contents of this Program, and that they are expected to offer advice and improvements to this Program. PROCEDURE A. GENERAL OFFICE SAFETY •Report loose or rough floor covering to the supervisor and/or Safety Coordinator. •Report wet surfaces on hard floors such as tile to the supervisor (or wipe clean). •Report lighting that is not properly illuminating (e.g., burnt out) to the supervisor and/or Safety Coordinator. •Carefully push doors open and slow down when coming to a blind corner. Be extra cautious when approaching a door that can be pushed open towards you. •Haste when walking between desks can result in bruises and falls. Slow down and pay attention to your movements. •Furniture such as tables and chairs must be maintained in safe condition and free from sharp corners, projected edges, wobbly legs, etc. Notify your supervisor and/or Safety Coordinator immediately of any deficiencies. •All file, desk and table drawers must be kept closed when not in use. Close drawers immediately after use. Never open more than one drawer at a time. •Overloading the top drawer of unsecured file cabinets is dangerous. If unfamiliar with the file cabinets, test the drawers and be careful not to pull them out too far as there might not be a locking device. All file cabinets must be secured, and each drawer must have a locking device. •Use handrails when going up or down stairs. •Tilting chairs can be a hazard when improperly made or adjusted, and care should be taken to ensure that they are in a safe condition. Be sure the chair is behind you before you sit down. •Never use chairs, desks, or other furniture as a makeshift ladder. Always use a step ladder or step stool. Note: 3 points of contact rule: 2 legs and 1 hand on the ladder at all times. •Keep the blade of a paper cutter closed and locked when not in use. Keep fingers and hands clear of blades when using. The paper cutter blade should not close by gravity but should have to be manually opened/closed. Always cut away from your body. •Be sure electrical equipment is grounded (e.g., 3-pronged plug) and that the cord is in good condition. If a machine gives you a shock or starts smoking, immediately unplug it and report to the supervisor. •All coffee pots, hot water makers, etc. should have automatic electric shut offs. Never leave appliances unattended. •Electrical cords should not be placed near foot traffic. However, if this is necessary, an approved cord cover must be utilized to minimize tripping hazards. •Pencils, pens, etc., should be carried and stored point-down. •Keep paper clips, thumb acks, and pins in a secure place. Keep razor blades covered. Even a little scratch or wound can get infected. •Employees must always wear appropriate shoes. No flipflops are permitted. •Horseplay of any kind will not be tolerated. B.LIFTING SAFETY Lifting accidents can be avoided by taking time to plan, using mechanical equipment whenever necessary or whenever possible, and think about the proper way to do the task. The following is a 4-step manual lifting process: 1.Getting Ready a.Size up the load. If it is too heavy or bulky, play safe and get help. b.Check the load and remove any protruding materials such as nails, splinters, sharp edges, or anything that could cause you to lose your grip such as oil or water. c.If the surface is rough, wear gloves. d.Be sure the path you take is clear of any obstacles. 2.Picking Load Up a. Ensure firm footage and balance; stand with feet about shoulder width apart, and grip load firmly. b.If load is below the waist, bend knees to get into position, keep back straight, stomach muscles tight, and lift slowly with your legs. c.Lift load close to the body. 3.Carrying Load Carefully a.Be sure you can see where you are going. Plan your route. b.Turn your body with the direction of your feet (e.g., don't twist). c.Use extra care in tight places so as not to smash hands and fingers. 4.Putting Load Down a.If receiving surface is about waist high, use the surface edge to rest the front part of the load, and then push it forward. b.If you must lower the load to the floor or ground, bend your knees, keep back straight, stomach muscles tight, and again use your legs. C.HOUSEKEEPING •Keep work areas and storage facilities clan, neat and orderly. •All aisles, passageways, exits, and access-ways to buildings must be always kept free and clear from obstructions. •All spills (e.g., grease, water) must be removed from traffic areas immediately to avoid slipping hazards. In the event the removal cannot be done immediately, the area must be appropriately guarded and roped­ off with signs. •Store heavy items below shoulder level. "Nothing bigger than your head above your head." •When piling materials for storage make sure the base is firm and level. Keep piles level and not stacked too high. Keep aisles clean and with adequate space to work in them. •Never stack boxes so they might collapse under the weight of other boxes. •When storing material suspended from racks or hooks, make sure material is secured from falling, and route walkways a safe distance from the surface underneath. •Equipment, machinery, work areas, and tools are to be properly and safely maintained. Unsafe conditions and defects must be reported to your supervisor immediately. •Return equipment and tools to their proper place when not in use. •Sharp or pointed articles should be stored to prevent persons from encountering the sharp edges or points. Place such articles into a sealed, labeled, sturdy container prior to disposal. •All combustibles (e.g., packing materials, scrap cardboard boxes) must be properly disposed of to prevent fires. •Oil and greasy rags must be put into a metal container designated for that purpose. CI.FIRE PREVENTION •Fire equipment must be prominently displayed, labeled for usage, and always kept clear for easy access. •Know the location and type of fire extinguishers and how to use them. After use of an extinguisher, report such use immediately to your supervisor so a replacement may be obtained, or the extinguisher recharged. •Different types of fires require different types of extinguishers. The following describes extinguisher ratings and the type of fires for which they should be used: o "A" rating - Fires of paper, wood, rubber, cloth, and plastics. o "B" rating - Fires of flammable liquids, gases, and greases (e.g., motor oil, paint thinner, gasoline, propane, natural gas) o "C" rating - Fires when live electrical equipment is involved t prevent possible severe electric shock. o "D" rating - Fires of types of metal (e.g., sodium, magnesium). •All fire extinguishers must be inspected and certified annually by a licensed Florida State extinguisher company. Each department shall have a designated person to inspect fire extinguishers periodically. Any discrepancies shall be reported to the supervisor. •Oily rags, cleaning solvents, and other flammable wastes must be kept in a covered, approved metal safety container. The container must be labeled as to its contents and the contents removed and properly disposed of on a regular basis. •Nothing must be stored in front of electrical panels or fire equipment (e.g., fire extinguishers, standpipes). •Use of gasoline is prohibited for cleaning purposes. •"No Smoking" must be enforced in all City buildings. •Exits shall not be locked (chained or otherwise) from the inside. •Fire/emergency evacuation protocol (e.g., procedures, posted evacuation maps) must be in-place and operational (e.g., practice runs). •Fire alarm and fire extinguisher inspections must be conducted at least once per year. •All fires must be reported immediately to the City's Fire Department, and as soon as practical to Risk Management. E.COMPUTER USE • In order to prevent repetitive eye strain, your monitor should be directly in front of you with the top of the screen about at eye level. Move the screen to reduce glare. •To avoid eye strain, you should take a short break from working on a computer every 30 minutes or so (e.g., look away from the screen for a few seconds, make a phone call, or do other work). •Your chair backrest should provide lower back support. •The keyboard and mouse should be low enough to allow your shoulders to relax. •To avoid wrist strain, you should not rest your wrists on the desk, wrist pad, or armrests while you are typing or using a mouse. Your arms should be bent at approximately a 90-degree angle. •Your thighs should be parallel to the floor and your feet should rest firmly on the floor or a footrest. •Take frequent enough breaks to do stretches (hands, wrists, shoulder, neck, back) to make your whole body feel better and to reduce tension. F.WORKSTATION •Be sure you have enough desk space to comfortably accommodate the materials and equipment that are a part of your job, such as books, papers, calculators, and computers. •Keep your work-station clean and organized to avoid the stress that clutter can create. •Keep the items you most frequently use closer to you. Tailoring your workstation and work environment to your specific needs will increase productivity on the job and make your job more enjoyable.