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Photocopiers and laser printers
Find out more about safe work practices, how to avoid muscle strain and a
checklist when using photocopiers and laser printers in the work place.
Safe work practices
Purchase a photocopier or laser printer with low ozone emission specifications
and/or fitted with an activated carbon filter.

Replace carbon filters regularly, as indicated by the manufacturers’
specifications

Use containerised toner systems and automatic shut-down devices on waste
toner compartments

Regularly maintain the photocopier, laser printer and filter.

Switch off copier and allow components to stand for a few minutes to cool
before attempting to remove paper

Use non-metal tongs to remove paper but ensure machine is switched off.
Muscle strain
Long periods of photocopying or collating in a badly designed work area can
cause physical discomfort and strain.

Position photocopiers and collation tables at a comfortable height.

Store boxes of photocopy/printing paper at knee height rather than floor level
to make lifting and carrying easier.

Alternate repetitive jobs with other duties.

Photocopiers should be maintained regularly, in accordance with the
manufacturers’ recommendations. A record should be kept of all maintenance
undertaken.

All photocopiers should be installed in well ventilated areas and positioned so
that any fumes emitted are not directed into the breathing zone of the
operator or other employees.

All chemicals (developers and toners) used in photocopiers should be clearly
labelled as to the contents, and be used and stored strictly in accordance with
the manufacturers’ recommendations.

Those responsible for replenishing photocopiers with chemicals should wear
the appropriate personal protective equipment (PPE) as specified by a
material safety data sheet (MSDS) and any other PPE recommended by the
chemical manufacturer.

Photocopiers should be positioned in an area where they do not prevent
occupants of the workplace vacating the premises safely and quickly in an
emergency.
Checklist for the safe use of office copying machines

Equipment should be installed in an adequately ventilated area to facilitate
safe removal of any dusts, gases or vapours

If installed in an enclosed room, mechanical ventilation may be required

There should be adequate space around copiers to allow for good airflow and
to facilitate maintenance

Equipment should be regularly maintained

• The working surface of the copier should be at a comfortable height for the
operator

Where necessary, a collating table at a comfortable working height should be
provided

For any chemicals used material safety data sheets should be readily
available.
High-volume photocopiers

Local exhaust ventilation should be provided

Where photocopiers are provided with an independent ventilation system, a
time delay system should be fitted that maintains the operation of the
ventilation system to remove all fumes present when the photocopier has shut
down after use

A separate room is usually required for high-volume photocopier machines to
ensure adequate noise insulation as well as providing heat and fume control.