- Action plan for health and safety representatives
As with all workplace hazards, photocopiers and other copying equipment should be dealt with in this way:
1) Identification of the hazard
- The employer must obtain and make available to you the safety data sheets (SDSs) for each chemical used by a photocopier or other piece of machinery, including toner and glass cleaners. These can now typically be downloaded from the manufacturer’s website.
- The employer must do an assessment of the copying work methods to identify any dangers of manual handling (for example, shifting, carrying, and reaching reams of paper) or contamination.
- Inform your members about the potential health and safety consequences of using copying equipment..
2) Assessment of the risk
- The SDSs must be reviewed to ensure that all prescribed precautions are followed.
- Examine the conditions in the room where the copier is positioned.
- Look into any previous incidences.
3 – Control: Elimination or reduction of the risk
- Negotiate a replacement with a newer machine if the machine at your workplace is really old (for example, one that uses loose toner).
- The manufacturer’s recommendations for installation, ventilation, cleaning, service, maintenance, and filter replacement frequency must be obtained and followed. In good functioning order, filters capture paper dust and eliminate ozone.
- Make sure the room and the machine have appropriate airflow.
- When refilling toners or using solvents, users should wear rubber or vinyl covered protective gloves, as well as safety goggles or a face shield if a liquid toner is used. After applying toner, quickly wash your hands and face.
- Make sure there is a clear structure in place that specifies which cleaning and repairs personnel are expected to perform, such as clearing a minor paper jam, and which should be handled by a trained technician. Employees performing minor cleaning and repairs must receive comprehensive training and information on technical and health and safety issues.
- The copying machine chosen, as well as the workplace design and work schedule, should allow operators to work without risk of musculoskeletal discomfort. The arrangement and height of various components, for example, should be such that protracted and repetitive postures are avoided.
- Noise problems can be avoided by placing equipment in a separate room from workers.
In general, the more frequently a copier is used, or the more duplicating machinery there is, the more vital it is to have a separate room with local (separate) mechanical exhaust ventilation (refer to Australian Standard AS 1668). Modern devices that are properly maintained and put in well-ventilated places with the necessary but easy measures are rarely a hazard.
4 – Review and evaluation of any control strategies
- Make certain that the copying equipment is frequently maintained by a professionally trained individual..
