How to stay healthy with DSE

Howard Fidderman reviews the HSE's revised advice on working with display screen equipment.

Ten years after the Health and Safety (Display Screen Equipment) Regulations 1992 (DSE) came into force, the HSE has revised its core guidance on their requirements.¹ The Regulations implemented the 1990 DSE Directive (no.90/270/EEC) and require employers to:

analyse and reduce the risks from DSE;

ensure that DSE meets minimum safety requirements;

ensure that its employees take regular breaks from DSE work;

pay for its employees to have a regular eye and eyesight test and, in limited circumstances, pay for their spectacles;

ensure that DSE workers receive appropriate health and safety training and information.

The Regulations were amended late last year by the Health and Safety (Miscellaneous Amendments) Regulations 2002 (HSC changes eight sets of Regs to allay EC criticisms), and the new guidance reflects these changes and developments in technology, knowledge and risk avoidance that have occurred since the initial guidance was published at the end of 1992.

Although the legislative changes were not substantial, we are reviewing the guidance in depth here because:

there have been significant additions to the guidance, particularly on homeworkers and teleworkers, agency workers, portable computers, non-keyboard inputting devices and the role of psychosocial risk factors. (Note, however, that the HSE's 1992 advice remains valid and, unless indicated otherwise in this feature, has not been altered, only expanded);

the DSE Regulations potentially affect most workplaces and remain a major source of HSB subscriber enquiries; and

HSB has not taken an in-depth look at the Regulations and guidance since they came into force in January 1993.

The main health risks

The main risks associated with DSE work are:

musculoskeletal disorders, such as back pain and upper-limb disorders/repetitive strain injuries (ULDs/RSIs);

visual fatigue; and

mental stress.

Although the risks from DSE to individuals are low, they are significant because: good practice is not always followed; and the large number of workers who use DSE means that there will be a significant incidence of ill health.

While the guidance on the health risks to the eye and eyesight is essentially unchanged, the advice on musculoskeletal and stress risks is significantly expanded. It is now much more insistent about the role of psychosocial factors, which "may have as important an influence as physical risk factors" on health in general and musculoskeletal problems in particular. Such factors include the design, organisation and management of the work, the overall social environment, and the content of the work. "It is very likely", states the guidance, "that physical and psychosocial risk factors combine, and the greatest benefits will be achieved when both are identified and controlled . . . Many effects of psychosocial factors may be linked to musculoskeletal disorders via stress-related processes, which include direct biochemical and physiological changes in the body." The advice on fatigue and stress is also expanded, with a longer list of "undesirable" factors (see Box 1).

Of the four other health concerns that have been linked to DSE, the advice on photosensitive epilepsy, electromagnetic radiation and pregnant women remains unchanged, ie there is no evidence to support any fears of ill health. As to the fourth, the guidance again attributes rare problems of facial dermatitis to environmental factors, such as low relative humidity or static electricity, although it now attributes a role to "individual susceptibility".

The section on health risks also includes, for the first time, advice on treatment and rehabilitation. This urges employers to encourage early reporting of symptoms by workers, provide advice, arrange referrals to health professionals and help sufferers to continue working.

DO THE REGULATIONS AFFECT YOU?

The Regulations cover any alphanumeric or graphic display screen, regardless of the display process involved. Reflecting technological developments, the new guidance mentions not just cathode-ray tube and liquid crystal screens, but also plasma and touch-screen displays, as well as "other emerging technologies". Non-electronic systems, such as microfiche, still count as DSE. One development sees the new guidance include within DSE "screens used in work with television or film pictures"; the 1992 guidance had excluded "screens whose main use is to show television or film pictures". Not all of the regulations, however, will necessarily apply to screens used for process control or closed-circuit TV.

The "workstation" covered by the Regulations comprises:

the DSE, including inputting devices such as a keyboard;

optional accessories;

items that are peripheral to the DSE, for example, disk drive, telephone, modem, chair, document holder, mouse and work surface; and

the DSE's immediate work environment.

The Regulations do not cover:

drivers' cabs or control cabs for vehicles or machinery;

DSE on board a means of transport;

DSE mainly intended for public operation, for example cashpoint machines and computers in public libraries and schools (schools were not specified in the 1992 guidance);

portable systems not in prolonged use (the guidance has a new section on portable computers that are in prolonged use. This builds on research published two years ago and, together with the DSE guidance on homeworking, will be reviewed in HSB 319 in a feature on flexible working);

window typewriters; and

equipment that has a small data or measurement display. The HSE has expanded its 2003 guidance here: while this category still includes calculators, cash registers and medical equipment, it now addresses the merging of information and communication technologies in which small screens increasingly serve several purposes. For example, personal organisers and mobile phones are DSE for the purposes of the Regulations when used for prolonged periods to compose and edit text or connect to the internet.

There is also a potential exemption for the armed forces, but only for a limited period and in the interests of national security. Employers should always remember that workers using the equipment above are still covered by the HSW Act and other Regulations.

Who's covered, and who's not

The Regulations apply wherever there are:

DSE "users", who will be employees; and

DSE "operators", who will be self-employed.

Users are covered by all of the Regulations regardless of whether their workstation is located at their employer's premises, home or another employer's premises. Operators who work at another employer's workstation are covered by the provisions on risk analysis and reduction, minimum requirements and provision of information (see Box 3).

The determination of whether or not a worker is a user/operator, and therefore whether an employer must comply with the Regulations, remains as nebulous as ever, ie the worker must habitually use DSE as a significant part of his or her normal work. The meaning of "habitual" and "significant" has perplexed some employers although, in practice, it is generally a matter of common sense whether a worker is a DSE user/operator.

The HSE's advice here for employers shows that there is no debate where DSE use is more or less continuous; data word processing workers, secretaries, typists, data input operators, news sub-editors, journalists, tele-sales workers, customer complaints handlers, air traffic controllers, financial dealers, librarians and graphic designers are, as in 1992, all likely to be users or operators. Additional categories in the 2003 guidance include microelectronics assembly or testing operatives, television editing technicians and security control room operatives.

But where DSE use is less frequent or continuous, a worker will qualify as a user or operator if he or she satisfies three criteria based on continuity of use, daily use and fast transfer of information, as well as one of four further criteria. Table 1 lists these criteria and shows how they have evolved from the seven criteria used in 1992, most or all of which had to be satisfied. Possible users and operators here include scientists, technical advisers, client managers, bank customer support officers, airline check-in clerks, community care workers and receptionists.

WORKSTATION ANALYSIS

The Regulations require every employer to "perform a suitable and sufficient analysis" of workstations that are either used by users or that it has provided for operators. The analysis should:

assess the health and safety risks to which the workers are exposed; and

lead the employer to reduce the risks to the lowest level practicable. Employers must implement remedies, which will often be straightforward, as quickly as possible (see Box 2).

A suitable and sufficient analysis should:

be systematic and include investigation of non-obvious causes of problems;

be appropriate to the degree of risk, particularly the duration, intensity or difficulty of the work;

be comprehensive, covering the workstation and the organisational and individual factors;

incorporate information from the employer and the worker; and

include a check for the presence of desirable, as well as elimination of undesirable, features (this was not explicitly included in the 1992 guidance).

Employers should note that the analysis will satisfy the general risk assessment required by the Management of Health and Safety Regulations 1999 in so far as DSE workstations are concerned. (Similarly, compliance with DSE requirements on lighting and glare will satisfy relevant duties in the Provision and Use of Work Equipment Regulations 1998 and the Workplace (Health, Safety and Welfare) Regulations 1992.)

The guidance advises employers to keep a readily-available paper or electronic record in most instances. The exceptions are "the simplest and most obvious cases that can be easily repeated or explained at any time" and temporary workstations that do not present significant risks.

The HSE has boosted its guidance on the value of input from DSE users, stressing to employers that: "The inclusion of such views is likely to result in better information on existing conditions and provide a feeling of ownership over the findings. Employees who are actively involved in the risk assessment process are also more likely to report problems as they arise." The guidance also urges employers to encourage safety representatives to play a full part in the process.

What type of assessment?

One way to secure the views of employees is by using a checklist questionnaire. The 2003 guidance includes, for the first time, a model checklist (see Table 2) that, preferably, should be completed by users or with their input, providing they are trained to do so. Other tools for informing the analysis, which are carried over from the earlier guidance, include generic assessments for particular types of equipment or groups of workers performing the same tasks. But the HSE cautions that an employer would still have to assess the subjective aspects, for example comfort and hotdesking, on an individual basis. Where a workstation is shared by more than one worker, the analysis should cover each worker.

The assessment must be appropriate to the tasks and the complexity of the workstation. In many offices, an employer need only base its judgment on the responses to the checklist. A more detailed assessment would be appropriate where there are particular risks, complex situations or where the safety of others is a critical factor. A more detailed survey might include recording of posture or quantitative surveys of lighting and glare.

The assessor

Assessments can be carried out by health and safety personnel or other in-house staff with the necessary abilities. The assessor should be familiar with the DSE Regulations and be able to:

identify hazards and assess the risks, for example by completing or reviewing a checklist;

draw on additional sources of information;

draw valid conclusions from the assessment and identify the steps to reduce the risks;

record the assessment and communicate the findings to those who need to take action and to the worker; and

recognise their own limitations so that they can call on further expertise. Outside help may be necessary where the DSE or components are faulty in design or use, workstation design is complex, critical tasks are performed, or risk-reduction measures do not have the desired effect.

Where in-house staff have been trained, employers should check that they have understood the information provided and are competent to do the task. An employer could, for example, ask the trainer to check a sample of the assessor's work.

Reviewing the assessment

The DSE Regulations require an employer to review the assessment if there is reason to suspect it is no longer valid or where there has been a significant and relevant change, for example:

changes in DSE personnel;

changes in individual capability;

reports of ill health;

a major software change;

a major change in any of the equipment;

a major change in workstation furniture;

a substantial increase in time spent using DSE;

a substantial change in other task requirements, for example increased speed;

relocation of the workstation (the 2003 guidance stresses that this applies even if the individual items remain the same); and

significant changes to the work environment.

MINIMUM WORKSTATION REQUIREMENTS

In addition to the duty to reduce the risks to the lowest level reasonably practicable, the Regulations also require employers to ensure that all workstations used for the purposes of its undertaking meet the requirements laid down in a Schedule. The minimum requirements cover the equipment, working environment and the interface between the computer and the user/operator. The checklist below covers many of the minimum requirements.

This duty was amended in 2002 to reflect a European Court of Justice ruling that the requirement applies to all DSE workstations and not just those worked at by users/operators. The HSE has also simplified the wording of the Regulation by removing obsolete transitional periods for older equipment, and has updated its guidance on the Schedule, particularly the information on European equipment standards.

Most employers should not, however, be affected in practice by these changes to the Regulations, particularly given that they already had responsibilities under other legislation to ensure that the workstation was safe, regardless of who was using it.

The duty to comply with the minimum requirements is still limited to the extent that:

the requirements relate only to a component that is present in the workstation, for example the fact that the schedule lists minimum requirements for a document holder does not mean that all workstations should have a document holder (unless the risk assessment indicates a holder is necessary), only that any document holder present must meet the minimum requirements;

compliance is required only if it helps secure the health, safety and welfare of persons at work - the requirements do not, for example, apply where the purpose is solely to improve efficiency; and

the inherent characteristics of a task make compliance with the requirements appropriate as respects the workstation, ie an employer does not have to comply with a requirement that would prevent the successful completion of a task for which the workstation had been designed.

DAILY WORK ROUTINE

The employer has a duty to plan the activities of DSE users so that their daily DSE work is periodically interrupted by breaks or changes in activity that reduce their DSE workload. The 2003 guidance now explicitly includes within DSE work any use of a mouse or input device; the earlier version was restricted to keyboards (see Box 4). The employer should also encourage, facilitate and provide information and training on the taking of breaks and changes in activity.

Many tasks will involve natural breaks or combinations of DSE and non-DSE work, but where DSE spells are intensive, the guidance advises employers to break up the tasks with non-intensive, non-DSE work. Where this is not possible, for example in jobs that are restricted to data entry, an employer must introduce breaks or pauses that do not demand broadly similar hand and arm movements. Other points to note include:

if the DSE work is visually demanding, breaks should be of a different visual character;

the breaks should allow variation in posture; and

exercise routines - stretching, blinking and focusing on distant objects - can be helpful and should be covered in training.

Break pointers

The new guidance maintains its predecessor's insistence that while it is not appropriate to lay down requirements for breaks that apply to all types of work, it can provide general guidance:

breaks and changes in activity should be included in working time and reduce the workload at the screen;

breaks should be taken when performance and productivity are at a maximum, before the user gets tired;

the timing of the break is more important than its length;

short, frequent breaks are more satisfactory than occasional, longer breaks. For example, a 5-10 minute break each hour would be better than 15-20 minutes every two hours;

users should be allowed discretion as to when to take breaks and how they carry out tasks (but they should not be given total discretion as they may forgo breaks in order to expedite a task);

changes of activity away from the DSE appear to be more effective than formal rest breaks in relieving visual fatigue; and

breaks should, if possible, be taken away from the DSE workstation (surfing the internet for private use does not constitute a break) and, in an addition in the new guidance, allow the user to stand up, move about and/or change posture.

In a new section in the guidance, the HSE accepts that some break-monitoring software packages might be helpful. But it cautions that:

care needs to be taken when setting thresholds for the packages;

software packages are unable to detect screen-reading time;

employers must, in any case, ensure that the work is planned and that the breaks are taken;

on-screen "reminders", rather than forced stops or lock-outs, are less likely to frustrate users; and

the user should have some scope to configure the package.

EYE AND EYESIGHT TESTING

The DSE regulation that provoked most fury among employers introduced a duty, on request, to ensure that users have an appropriate eye and eyesight test. Had there still been a free NHS test, this regulation would probably have gone unnoticed, but the government had removed the entitlement shortly beforehand. Nor was employer antipathy dampened by the HSE's insistence - which is maintained in the 2003 guidance - that there is no reliable evidence that DSE work causes permanent damage to the eye or eyesight. All the HSE will concede is that DSE work may increase a person's awareness of pre-existing defects and lead to temporary visual fatigue or headache, particularly if working conditions are poor.

Although the regulation was amended in 2002, it was only to make the duty clearer. The entitlement to a test continues, and the guidance is clear that the employer must bear the costs. It can, however, decide how to provide the test, for example through a single optometrist, reimbursing employees who use their own optometrist or, included for the first time in 2003, vouchers.

The test must be carried out by a competent person before a worker becomes a user or, if already a user, as soon as practicable. The test should also be repeated:

at regular intervals - biennially appears to be a common period, although the guidance does not define "regular", stressing only that the period will vary according to factors such as age); and

if users experience visual difficulties that they may reasonably consider are caused by DSE work.

Appropriate and inappropriate tests

An appropriate test means a standard "sight test" - an examination of the eyes and a test of vision - carried out by a registered ophthalmic optician or medical practitioner with suitable qualifications. The HSE points out that all registered medical practitioners, including company occupational health departments, are entitled to carry out sight tests, but only those with an ophthalmic qualification tend to do so.

The new guidance is clear that vision screening techniques, which are still used by some employers, "are not an eye and eyesight test and hence do not satisfy the DSE Regulations". The 1992 guidance, while not denying this position, had been much more circumspect, stating that screening was "a means of identifying individuals with defective vision who need a full sight test". The HSE's attitude in 1992 was probably an attempt to assuage employer hostility to the duty, offering them the illusion of a cheap alternative to a full test by conflating the "need" for a full test with their duty to provide one.

The 2003 guidance states only that an employer may offer vision screening as an "extra". The person conducting the screening should have basic knowledge of the eye and its functions and be competent to operate the instrument or tests. The results, and any need for referral, should be assessed by a person with medical, ophthalmic, nursing or paramedical skills. Where used, screening should test vision at 50cm-60cm, which is the normal distance between the screen and eye. The screener should tell users where a defect has been diagnosed and refer them to an optometrist.

Free glasses, but not for all

DSE users have a statutory entitlement to "special corrective appliances" appropriate for the work they do where:

normal corrective appliances cannot be used; and

the result of the test shows provision to be necessary.

"Special corrective appliances" are spectacles (the guidance does not mention contact lenses) that "correct vision defects at the viewing distance or distances used specifically for the display screen work concerned". "Normal" appliances are those prescribed for any other purpose. The guidance is also clear that: "Employers are not responsible for any corrections for vision defects or examinations for eye complaints that are not related to display screen work". There is no change to the estimate that less than 10% of the working population need special corrective appliances for DSE work.

Employers must pay the cost of "a basic appliance, ie of a type and quality adequate for the user's work". It must pay for the spectacles even if the user works at another employer's workstation. If the user chooses spectacles to correct vision defects for purposes that include DSE work but go further to cover non-DSE purposes, then an employer is liable only for the costs attributable to the job. Similarly, where a user chooses more expensive spectacles, for example designer frames, the employer can either provide a basic appliance or contribute a portion of the cost equivalent to the cost of a basic appliance.

Bifocals

The 2003 guidance introduces advice on bifocal and varifocal lenses. It states that, as a first, it is good practice to bring other objects, for example documents, into the same viewing plane so that a single lens prescription will cover all DSE needs. But it accepts that there will be circumstances in which bifocals or varifocals are needed, for example where the user mixes DSE work with other tasks, such as dealing with people. "If the user would repeatedly have to change from one pair of spectacles to another to cope with this, a pair with multiple-focus lenses might be a solution."

Even here, the HSE advises caution because the use of multi-focals can result in repeated adjustments to the head and neck or the adoption of an awkward position. Where such lenses are called for, employers should consult the optometrist, providing information about the tasks and the workstation.

The 2003 guidance specifies that: "Where bifocal or varifocal spectacles are prescribed as special corrective appliances, the employer is required to meet the costs associated with providing a basic frame and the prescribed lenses". This is important: anecdotal evidence shows that some employers refuse to pay more than a proportion of bifocal lenses, ie the part of the prescription that relates to the distance between the eyes and the screen.

TRAINING PROVISION

Employers must provide health and safety training to DSE users, and to workers who are to become users. Further training will be necessary when the workstation is substantially modified, and desirable where users have been away from work for long periods. The guidance recommends that the training is carried out with general training, such as keyboard skills, because the issues will overlap and reinforce each other. It adds that the training should target musculoskeletal risks, visual fatigue and mental stress, and cover:

the user's role in recognising hazards and risks, desirable and undesirable features, and health risks and early warnings;

a simple explanation of the causes of risk and how harm may occur;

user-initiated action to control risk. This includes comfortable posture, the importance of frequently changing positions, adjustment mechanisms on the equipment, the use and arrangement of workstation components to facilitate good posture and avoidance of glare, regular cleaning of the screen and other equipment, and the need to take advantage of breaks and changes in activity. The 2003 guidance suggests, for the first time, that training on regular cleaning should include "inspections to pick up defects requiring maintenance";

organisational arrangements for alerting supervisors or managers of ill-health symptoms and problems with the workstations;

information on the Regulations, particularly on eyesight, rests and minimum requirements for the workstation; and

the user's contribution to assessments.

Information too

The employer must also ensure that it provides information to:

all operators and users on the health and safety aspects of their workstations, the analysis and reduction of workstation risks and the minimum workstation requirements;

all users at its undertaking, regardless of whether or not they are its own employees, on daily work routines and substantial modifications to the workstation; and

users who are its employees, on eyesight testing, spectacles and the basic safety training.

The information should also reinforce the training through posters, memos, wallcharts, health and safety instructions, computer discs, electronic bulletin boards and verbal briefings. Employers should ensure that the workers are able to gain access to and use the information, and suggests consulting staff about how they would like to receive the information. The guidance is also explicit, for the first time, that the duties under the MHSW Regulations to provide information to employees, employers of other employees on site, visiting employees and the self employed also apply, as does the duty to provide information to safety representatives.

Revisions can only help

The initial employer furore in the early 1990s soon died down as employers either ignored the DSE Regulations or realised that they could prove beneficial, particularly in their attempts to tackle WRULDs and associated compensation claims. Nor has the HSE shown any enthusiasm for formal enforcement - just 18 improvement notices and no prosecutions in 2001/02.

A 1998 review found that the DSE Regulations and guidance had exerted a positive impact on safety standards. Nine in 10 large and two in three small employers were aware of the Regulations - the joint highest of the six-pack Regulations. Almost three-quarters of large employers had carried out a DSE risk assessment (although only 15% of small employers had done so); and most employers said that complying with the Regulations had resulted in greater benefit than cost. These findings showed a marked improvement on a 1996 review that found only 39% of employers had carried out DSE assessments and that two in three employers did not provide free eyesight tests.

The new guidance is certainly an improvement on its 1992 predecessor (which was, in any case, easy to use). The new sections cover many of the issues that have arisen in the past decade, such as portable computers. It does not, however, answer some of the criticisms levelled in the 1996 review. For example, employers said that they found it difficult to distinguish between actions required as a result of the risk assessment and those that are needed to conform to the minimum requirements. The 2003 guidance is no clearer than its predecessor on this, although it can be argued that it does not need to be. More importantly, the 2003 guidance does not fully address problems that were identified in research published last year on court judgments in WRULD claims. This showed that courts and employers were not always uniformly interpreting the HSE's 1992 DSE guidance, and that the guidance did not always adequately address an employer's common law duties in relation to claims for upper-limb disorders. With that caveat, the revised DSE guidance will undoubtedly prove to be as useful to employers as its predecessor has for a decade.

Box 1: "Undesirable" factors linked to stress

Workers with little control over their work and working methods;

tasks that require high concentration from workers who have little control over the allocation of their efforts;

workers unable to make full use of their skills;

workers not being involved in decisions that affect them;

workers expected to carry out repetitive, monotonous tasks all the time;

system-paced work, particularly when work-rate monitoring is inappropriate;

workers perceiving the demands of the work as excessive;

payment systems that encourage working too quickly or with insufficient breaks;

work systems that limit opportunities for social interaction; and

high levels of effort not balanced by rewards (pay, resources, status).

Table 1: How to determine who is a DSE user/operator

Whereas the 1992 guidance required an individual to satisfy "most or all" of seven criteria in order to qualify as a user or operator, the 2003 guidance requires an individual to satisfy three criteria and one of four further criteria.

2003 GUIDANCE	1992 GUIDANCE
The individual normally uses DSE for continuous or near-continuous spells of an hour or more at a time; AND	The individual normally uses DSE for continuous spells of an hour or more at a time; AND
the individual uses DSE in this way more or less daily; AND	the individual uses DSE in this way more or less daily; AND
the individual has to transfer information quickly to or from DSE; AND ONE OF	the fast transfer of information between the user and screen is an important requirement of the job; AND
the individual needs to apply high levels of attention and concentration; OR	the performance requirements of the system demand high levels of attention and concentration by the user, for example where the consequences of an error may be critical; AND
the individual Is highly dependent on DSE; OR	the individual depends on the use of DSE to do the job as alternative means are not readily available for achieving the same results; AND
the individual has little choice about using DSE; OR	the individual has no discretion as to use or non-use of the DSE; AND
the individual needs special training or skills to use the DSE.	the individual needs special training and/or particular skills in the use of DSE to do the job.

Box 2: Risk-reduction measures

The HSE believes that the remedies to the risks identified by employers will often be straightforward, for example:

postural problems may necessitate simple workstation adjustments, such as repositioning the equipment or adjusting the chair, or reinforcing the user's training in issues such as correct hand position. Additional equipment, such as footrests or document holders, "may be required in some cases";

visual problems may require merely repositioning the screen to avoid glare, or ensuring that the screen is kept clean or changing the distance between the user and the screen. In some cases, window blinds or more appropriate lighting might be needed; and

fatigue and stress solutions might involve the remedies above, as well as a redesign of the work task and a review of the software.

Box 3: Agency workers

The 2003 guidance includes a new section on agency workers. Where the agency worker becomes an employee of the host employer, the host employer assumes the duties of the Regulations. But when the worker is employed by the agency or is self-employed, the duties split.

The host employer must:

assess the risks to the agency worker;

ensure all workstations comply with the minimum requirements of the Regulations;

plan activities to ensure breaks from DSE work;

provide training when the workstation is modified; and

provide information on risks and risk assessment and reduction.

The agency should:

provide eye tests and corrective appliances to their employees;

provide health and safety training;

provide information on eye tests and training; and

check that the host employer has assessed the risks from the workstation, ensured that the workstation complies with the minimum requirements, planned for breaks or changes of activity, and provided information.

Box 4: Non-keyboard inputting devices

One of the major DSE developments since the HSE first published guidance in 1992 has been the appearance of devices other than keyboards for inputting information. Late last year, the HSE published research into these "non-keyboard input devices" (NKIDs), and it has devoted an appendix in the 2003 guidance to the subject.

NKIDs include the mouse, trackball, joysticks, touchpads, touchscreens and speech. When choosing such a device, employers should consider:

The environment in which the NKID will be used: will the space available allow a correct posture? Is the surface suitable?

Individual characteristics: is the NKID the right size and shape for the individual? Will left-handed and right-handed people be able to use the NKID?

Task characteristics: does the task demand a large amount of use of the NKID? Is fast and accurate positioning of the cursor important?

When using a NKID, many keyboard principles and factors also apply, particularly positioning, workstation height, software settings, task organisation, training, cleaning and maintenance. Further details are contained in the guidance.

Table 2: Display screen equipment workstation checklist

Risk factors	Things to consider
1. Display screens
Are the characters clear and readable?	Make sure the screen is clean and that cleaning materials are available. Check that text and background colours work well together.
Is the text size comfortable to read?	Software settings may need adjusting to change text size.
Is the image stable, ie free of flicker and jitter?	Try using different screen colours to reduce flicker, eg darker background and lighter text. If problems still exist, get the set-up checked, eg by the equipment supplier.
Is the screen's specification suitable for its intended use?	For example, intensive graphic work or work requiring fine attention to small details may require large display screens.
Are the brightness and/or contrast adjustable?	Separate adjustment controls are not essential, provided the user can read the screen easily at all times.
Does the screen swivel and tilt?	Swivel and tilt need not be built in; you can add a swivel and tilt mechanism. But you may need to replace the screen if: swivel/tilt is absent or unsatisfactory; work is intensive; and/or the user has problems getting the screen to a comfortable position.
Is the screen free from glare and reflections?	Use a mirror placed in front of the screen to check where reflections are coming from. You might need to move the screen or even the desk and/or shield the screen from the source of reflections. Screens that use dark characters on a light background are less prone to glare and reflections.
Are adjustable window coverings provided and in adequate condition?	Check that blinds work. Blinds with vertical slats can be more suitable than horizontal ones. If these measures do not work, consider anti-glare screen filters as a last resort and seek specialist help.
2. Keyboards
Is the keyboard separate from the screen?	This is a requirement, unless the task makes it impracticable, eg where there is a need to use a portable computer.
Does the keyboard tilt?	Tilt need not be built in.
Is it possible to find a comfortable keying position?	Try pushing the display screen further back to create more room for the keyboard, hands and wrists. Users of thick, raised keyboards may need a wrist rest.
Does the user have a good keyboard technique?	Training can be used to prevent: hands bent up at wrist; hitting the keys too hard; overstretching the fingers.
Are the characters on the keys easily readable?	Keyboards should be kept clean. If characters still can't be read, the keyboard may need modifying or replacing. Use a keyboard with a matt finish to reduce glare and/or reflection.
3. Mouse, trackball, etc
Is the device suitable for the tasks for which it is used?	If the user is having problems, try a different device. The mouse and trackball are general-purpose devices suitable for many tasks, and available in a variety of shapes and sizes. Alternative devices, such as touchscreens may be better for some tasks (but can be worse for others).
Is the device positioned close to the user?	Most devices are best placed as close as possible, eg right beside the keyboard. Training may be needed to: prevent arm overreaching; tell users not to leave their hand on the device when it is not being used; encourage a relaxed arm and straight wrist.
Is there support for the device user's wrist and forearm?	Support can be gained from, for example, the desk surface or arm of a chair. If not, a separate supporting device may help. The user should be able to find a comfortable working position with the device.
Does the device work smoothly at a speed that suits the user?	See if cleaning is required (eg of mouse ball and rollers). Check the work surface is suitable. A mouse mat may be needed.
Can the user easily adjust software settings for speed and accuracy of pointer?	Users may need training in how to adjust device settings.
4. Software
Is the software suitable for the task?	Software should help the user carry out the task, minimise stress and be user-friendly. Check users have had appropriate training in using the software. Software should respond quickly and clearly to user input, with adequate feedback, such as clear help messages.
5. Furniture
Is the work surface large enough for all the necessary equipment, papers, etc?	Create more room by moving printers, reference materials, etc, elsewhere. If necessary, consider providing new power and telecoms sockets, so that equipment can be moved. There should be some scope for flexible rearrangement.
Can the user comfortably reach all the equipment and papers they need to use?	Rearrange equipment, papers, etc, to bring frequently used things within easy reach. A document holder may be needed, and positioned to minimise uncomfortable head and eye movements.
Are surfaces free from glare and reflection?	Consider mats or blotters to reduce reflections and glare.
Is the chair suitable? Is the chair stable? Does the chair have working components?	The chair may need repairing or replacing if the user is uncomfortable, or cannot use the adjustment mechanisms. The chair's components should include adjustable seat back height and tilt, adjustable seat height, swivel mechanism and castors or glides.
Is the chair adjusted correctly?	The user should be able to work sitting comfortably. Consider training the user in how to adopt suitable postures while working. The arms of chairs can stop the user getting close enough to use the equipment comfortably. Move all obstructions from under the desk.
Is the small of the back supported by the chair's backrest?	The user should have a straight back, supported by the chair, with relaxed shoulders.
Are forearms horizontal and eyes at roughly the same height as the top of the VDU?	Adjust the chair height to get the user's arms in the right position, then adjust the VDU height, if necessary.
Are feet flat on the floor?	There should not be too much pressure from the seat on the backs of the legs. If not, a footrest may be needed.
6. Environment
Is there enough room to change position and vary movement?	Space is needed to move, stretch and fidget. Consider reorganising the office layout and check for obstructions. Cables should be tidy and not a trip or snag hazard.
Is the lighting suitable, eg not too bright or too dim to work comfortably?	Users should be able to control light levels, eg by adjusting window blinds or light switches. Consider shading or repositioning light sources or providing local lighting, eg desk lamps (but make sure lights don't cause glare by reflecting off walls or other surfaces).
Does the air feel comfortable?	VDUs and other equipment may dry the air. Circulate fresh air if possible. Plants may help. Consider a humidifier if discomfort is severe.
Are levels of heat comfortable?	Can heating be controlled better? More ventilation or air-conditioning may be required if there is a lot of electronic equipment in the room. Or, can users be moved away from the heat source?
Are levels of noise comfortable?	Consider moving sources of noise, eg printers, away from the user. If it is not possible, consider soundproofing.
7. Final questions to users . . .
Has the checklist covered all the VDU problems the user may have experienced?
Has the user experienced any discomfort or other symptoms attributed to working with the VDU?
Has the user has been advised of the entitlement to eye and eyesight testing?
Does the user takes regular breaks working away from the VDU?
Source: adapted from HSE checklist in guidance L26.

¹"Work with display screen equipment. Guidance on Regulations", HSE, L26, HSE Books, ISBN 0 7176 2582 6, £8.95.

Commentary and insights

How to stay healthy with DSE

Was this article helpful?

About this resource

How to stay healthy with DSE