Gosport Borough Council - Photocopiers and Printers

London hazard photocopier H&S fact sheet

INTRODUCTION

The introduction of a photocopier, and a printer to enhance the efficiency of the administration of an office environment. Operatives will need to be informed about the new equipment, instructed in their use and trained in the safe operation of the equipment, including essential tasks, e.g. replenishing paper, un-jamming paper internal and external also replacing and removing cartridges.

The employer will be required under the Management of Health and Safety at Work Regulations 1999 (MHSWR) to provide his/her employees with relevant information on:

· The risks to their health and safety identified by the assessment
· The preventative and protective measures
· The procedures

The first step should be to identify the hazards:

1. electrical
2. high temperature
3. fire
4. mechanical
5. chemical
6. ozone
7. radiation and laser light
8. dust
9. noise

ELECTRICAL HAZARD

Electricity can kill. Employers must take steps that photocopiers and printers are examined and tested inline with the guidelines offered by the Institute of Electrical Engineers (IEE) and the Health and Safety Executive (HSE) guidance offered in respect of portable appliance testing (PAT).

Employees should be informed that they are not permitted to open any piece of electrical equipment when trying to rectify an internal paper jam. A suitable procedure should be in place, that such tasks be carried out by a competent person. Day to day work routines should always include proper isolation of power supplies.

HIGH TEMPERATURE

Any safe system of work on gaining access to office equipment should protect employees from all relevant hazards including possible contact with hot components or surfaces, Safe system are only effective as the level of supervision.

FIRE

The risk of fire is only likely to occur in one of three circumstances and even then the likelihood is quite low:-

· as a result of an electrical or mechanical fault which leads to overheating
· as a result of an un-cleared paper jam
· or as a result of damage to mains power cables to the equipment

Regular maintenance and PAT testing in accordance with the manufacturers guidelines should prevent the prospect of fire as well other potential problems.

Modern equipment will conform to EN60950 so far as heat resistance, flammability, combustion and fire resistance are concerned. The older the equipment, there is greater possibility that it will not offer the same level of protection.

MECHANICAL

Photocopiers and printers, will only cause a problem if employees are allowed to place - or not prevented from placing hands or get clothing entangled in areas, which are out of bounds and are adequately guarded or covered.

CHEMICAL

Improved manufacturing techniques and the use of safer materials have eliminated such risks and toners and inks present no significant health risks.

HSE LAC 90-2

OZONE

Ozone gas is produced by all equipment which uses electrostatic principle. It is also a natural occurring in our atmosphere.

Ozone has a very distinctive odour which reaches a level at which humans find it extremely unpleasant. The odour acts as a built-in-alarm system to the presence of ozone. In a addition manufacturers as a matter of course, fit all of their equipment with ozone filters which converts ozone into carbon dioxide and/or oxygen. A general rule is site photocopiers in a well ventilated area to help the natural process of ozone changing to oxygen.

NOISE

Emissions from individual office equipment will be generally well within the statutory level laid down in the Noise at Work Regulations 1989. Actual noise levels may vary:-

· Type of construction
· Method of operation
· Number of machines
· Attachments fitted

The location of equipment is therefore critical element to be considered, especially if there is a number of units working together with other noise making equipment also operating (extractor fans, air conditioning etc).

DUST

Dust can be a problem, especially when handling large amounts of printing and copying. Usually a combination of, normal dust together, with particles of paper and toner. The fans installed to cool the equipment end up dispersing the dust into the air.

Local Authority circular photocopiers

HSE website:

UNISON Health and Safety fact sheet on photocopiers:-

London hazard centre fact sheet:-

For further information please call (023) 9254 5505, 5506 or 5507 during office hours or call at the Town Hall, High Street, Gosport, Hampshire PO12 1EB.

Alternatively e-mail ehs@gosport.gov.uk any time