LTB543/16 New Royal Mail Group Display Screen Equipment (DSE) Risk Assessment & Guidance

No. 543/2016

14 September 2016

Our Ref: P10/16

New Royal Mail Group Display Screen Equipment (DSE) Risk Assessment & Guidance – Covering Desktop Computers (PC’s), Laptops, Smartphones and MDEC Equipment – RMG SHE Standard (2A.4):

To: All Branches

Dear Colleagues,

Introduction:

Royal Mail Group have introduced a new updated DSE Safety, Health & Environment (SHE) Standard which includes guidance and a risk assessment process which is now to be used for all workers who use display screen equipment (DSE), including desktop computers, laptops, smartphones and MDEC Operators.

Instructions have been issued by RMG instructing managers that everyone who uses DSE must read the guidance and complete a risk assessment. Any problems found should be discussed and improved where necessary with the line manager.

If the risk assessment is not completed, Royal Mail will be in breach of legislative requirements in relation to DSE, should an individual worker develop avoidable musculoskeletal injuries.

The new electronic versions will replace the old paper-based ‘VDU Fit’ versions, and have been updated to take into account changes in technology and HSE (Health & Safety Executive) guidance on the legislation. Risk Assessments should be reviewed again in the event of any significant changes to the equipment, environment or role, if problems develop that may be attributable to DSE use or a new person is working in the role.

All individuals who use DSE as part of their work should by now have been identified and a risk assessment completed which will identify whether they are defined as a DSE “User” under the terms of the DSE legislation and then continue on to complete a detailed risk-assessment if they are. Line managers should have discussed this with the individual, completed the assessment and made improvements as required. The Risk Assessments are then saved locally and submitted for central and secure storage. The national, initial risk assessment programme should have been completed using the new Standard.

All DSE/VDU users need to download and complete a copy of the excel file and then submit the form to their manager. The manager then submits to a central database and sends a copy back to the individual. The first round of Risk Assessments should have been completed by the middle of this year and will need to be periodically reviewed.

Background:

Whilst the introduction of new technology has resulted in many benefits for the DSE/VDUusers it has led to a change in working patterns. Computer users sit for long periods of time with their attention focused on the screen and their hands operating the keyboard, others use laptops and smartphones on public transport, in cafes and hotels. Such constrained postures can result in tired eyes, aches and pains. Consequently, computer users may be affected by the ergonomic shortcomings of their working environment and practices.

Problems related to computer work do not occur overnight, they are the result of poor working practices over a period of time. They are often preventable by simple means that computer users can control themselves.

This new RMG guidance shows computer users how to reduce their aches and pains and increase their comfortat work. It is split into four sections:-

  • Desktop computers
  • Laptops, smartphones and tablets
  • Reading the screen
  • Exercises to relieve aches and pains and to prevent them from developing.

Legal Responsibilities of Royal Mail:

The Health and Safety Display Screen Equipment Regulations 1992 place a responsibility on employers to provide suitable equipment, working arrangements and training for computer users. “Users” are defined by the legislation as those who need to use Display Screen Equipment, (often known as VDUs) for periods of an hour or more on most working days, have to transfer information quickly to or from the DSE; and also need to apply high levels of attention and concentration; or need special training or skills to use the DSE.

Royal Mail requires everyone using a computer for their work to complete a DSE risk assessment when they are new to the task, or when there are significant changes to the task, equipment, furniture, work environment or software, or if they develop problems. This assessment will identify whether a worker is defined as a “user” under the terms of the legislation. Even if an individual is not defined as a DSE “user” under the terms of the DSE legislation this guidance contains relevant information to help manage the risks related to working with computers. The results of an individual’s risk assessment must be discussed with the line manager so that any necessary improvements can be made. If an individual worker hasn’t completed a DSE risk assessment or, has problems related to their work they or their Union Health and Safety Rep should speak to the responsible manager.

Eye Tests:

In addition to suitable furniture and equipment those defined as DSE “users” are entitled to an eye test when they start DSE work, if they experience problems related to DSE work, or at 2 yearly intervals. The cost of a basic eye test will be reimbursed up to a value of £18.85 and, if needed, glasses single vision lenses specifically for DSE work, (metal frames up to £49, plastic frames up to £31). Individuals will need the opticians to complete a form to support an expenses claim and this will need to be cleared with the line manager who can provide details before an appointment is made with an optician.

Overview of the RMG SHE Standard

This new DSE SHE Standard applies across the whole of Royal Mail Group (RMG) and sets out the arrangements for the Display Screen Equipment (DSE) Risk Assessments (Previously VDU) and the expectations placed on the UnitManager at All RMG premises .

Scope and content of the DSE Risk Assessment Process

The DSE Risk Assessments and associated guidance is the process by which Royal Mail Group will meet its legal obligations under the Health and Safety (Display Screen Equipment) Regulations 1992, amended 2002.

The assessments include a generic risk assessment form supported by a guidance document.

  • DSE individual Assessment (Appendix 1)
  • Display Screen Equipment (VDU), Laptop, Smartphone and MDEC guidance (Appendix 2)

Responsibility and Controls

  • The Lead Ergonomist will be responsible for ensuring that the DSE risk assessments and associated guidance that form the basis for the process are maintained.
  • The Unit Manager, including managers of MDEC sites, will be responsible for ensuring that DSE Users are identified and that they all have the relevant DSE risk assessment completed and that it is reviewed when:-
  1. On appointment of a new individual to a task using DSE
  2. Significant changes to the task, equipment, software, furniture, environment, working arrangements or office move are planned
  3. Control measures in place appear to no longer be effective
  4. Individuals are identified to have health problems that may be related to DSE work; or impacted upon by their DSE work
  • The Unit Manager, including managers of MDEC sites, must ensure that actions identified as necessary as a result of the assessment are completed within an appropriate time frame.
  • The RM Group Head of Health & Wellbeing is responsible for ensuring that Specialist Workstation Assessments are available, through the Occupational Health Service, for those individuals who have health problems or special needs in relation to DSE use, (Appendix 5).
  • RM Group Technology Service Delivery Director is responsible for ensuring
    that hardware and software provided for use in Royal Mail meets the standards required by Health and Safety (Display Screen Equipment) Regulations and meets good ergonomics principles.
  • RM Group Property Director Workplace is responsible for ensuring that office fit outs and refurbishments result in DSE working environments that are suitable for DSE work, (where appropriate).
  • RM Procurement Manager responsible for furniture contracts must ensure that office furniture for DSE use meets requirements of DSE Regulations and all relevant standards, in particular BS EN ISO 9241 Ergonomics requirements for office work with VDTs and BS EN 1335 office furniture safety requirements.

Electronic Records and Associated Reports

In support of the DSE Risk Assessment Process the RM Group Safety Health & Environment (SHE) Management System Manager will be responsible for maintaining an electronic DSE risk assessment form and compliance record database that provides reference to records contained in or referenced from the DSE risk assessment. The database will be capable of holding DSE risk assessments for a minimum period of four years and stored to maintain personal confidentiality of individual assessments.

Training

The RM Lead Ergonomist will ensure that training and information is provided and maintained to meet the requirements of the DSE Regulations and the needs of DSE Users in Royal Mail. It is the responsibility of the Unit Manager to ensure that DSE users identified using the DSE Risk Assessment form and are provided with the relevant training and information as detailed in section 2.0.

Communication

The RM Lead Ergonomist will ensure that appropriate communications materials are maintained to deliver the necessary communications for compliance with this Standard. A notification on the deployment of or amendment to this Standard or its supporting materials will be sent by the SHE Engagement Manager to the relevant Head(s) of SHE in Service Provision. They will ensure that arrangements are introduced so that all employees in the Business Units, Regions or Support Functions that they support are where necessary informed to be able to deliver the requirements of the Standard.

Audit

The RM Group SHE Audit & Performance Manager will maintain audit programmes to monitor compliance with this Standard. The relevant Head(s) of SHE in Service Provision will ensure that where applicable the audit programme operates effectively in the Business Units, Regions or Support Functions they support.

What has changed?

  • Terminology has changed from “VDU” to “DSE” in line with HSE terminology and current trend.
  • Incorporates updates to HSE DSE guidance.
  • Previously separate guidance and risk assessment VDU-Fit, Laptop-Fit and Fit for Keying (MDEC) now incorporated into single guidance document and risk-assessment.
  • Updated electronic risk assessment changing from paper-based.
  • In line with HSE guidance, the Annual requirement for a DSE risk assessment replaced with:-
  1. A Risk Assessment at launch this year,
  2. Subsequent review risk assessments occur if there’s significant change, if problems develop, if a person is newto a role, if there is reason to suspect that the risk-assessment is no longer valid. (The employer shall reduce the risks identified in consequence of an assessment to the lowest extent reasonably practicable).

Why has it changed?

  • Old guidance was out of date and out of print. Electronic versions lacked images.
  • Previous equipment, furniture and environment for MDEC and normal office work was very different, now much more similar.
  • Laptop use as the main computer is now widespread amongst managers, many of whom appear to use them for long periods of time with poor postures. These individuals should be classified as DSE Users and should use a separate standard mouse, keyboard and monitor/laptop raiser for long periods of use with suitable furniture and environment.
  • The guidance and risk assessment has been updated by ergonomists.

Health and Safety (Display Screen Equipment) Regulations 1992 & HSE Guidance:

The Health and Safety Executive publications L26 and INDG36 on DSE Law and Guidance state as follows:-

In summary – as a DSE user the employer must:-

  • Analyse or Risk Assess your workstation,
  • Make sure any necessary risk controls are in place,
  • Provide information and training,
  • Provide eye and eyesight tests on request, and pay for spectacles if needed,
  • Review the assessment when the user or DSE changes.
  • Make sure there is enough work space to accommodate all documents or other equipment.
  • Provide a document holder if needed to avoid awkward neck and eye movements.
  • Provide a suitable desk and make sure there is space under the desk to move legs.
  • Provide adjustable, well-defined screen, free from flicker, free from glare, adjustable key board with space to support hands and arms.
  • Arrange the desk and screen to avoid glare, or bright reflections. This is often easiest if the screen is not directly facing windows or bright lights.
  • Adjust curtains or blinds to prevent intrusive light.
  • Avoid excess pressure from the edge of seats on the backs of legs and knees.
  • Provide a footrest for smaller users.
  • Allow regular rest breaks from DSE work – breaking up long spells of DSE work helps prevent fatigue, eye strain, upper limb problems and backache.
  • Users must be given free eye and eyesight tests, and further tests at regular intervals. Where tests show that spectacles are needed, they must be provided free.
  • Environment should have sufficient space, adequate lighting free from reflections and glare. Heat, Humidity and Noise must be controlled to comfortable levels.
  • If a workstation is shared by more than one user, an assessment must be prepared for each user.

The Employer must Train DSE users how to:-

  • adopt good posture,
  • how to adjust chairs and other furniture,
  • organising desk space to work comfortably,
  • adjusting the screen and lighting to avoid reflections and glare,
  • breaks and changes of activity,
  • contributing to risk assessments,
  • how to report problems

Attachments:-

  • RMG SHE Standard 2A.4 – DSE Risk Assessment Launch PowerPoint Presentation
  • RMG SHE Standard 2A.4 (DSE Risk Assessment)
  • RMG DSE Risk Assessment xls
  • VDU Laptop, Smartphone and MDEC Guidance
  • HSE – DSE Regulations – Working with DSE L26
  • HSE – DSE Regulations Guide INDG36

Names and Telephone Numbers of Royal Mail Contacts:-

Nicholas Burns 07801091380 & Corinne Parsons 07738311368

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer