So who is responsible for what?

Although most employers are aware that health and safety legislation exists some are still unsure of exactly what is required when it comes to DSE Risk Assessment and the reduction of the risk of RSI in the workplace. Both the employer and the employee are in fact responsible for ensuring that the HSE guidelines regarding DSE usage are met.

Over one million people in Great Britain suffer from MSD's (Musculoskeletal Disorders) caused or made worse by work.

It is the employer's responsibility to take appropriate action to educate their staff on the usage of Display Screen Equipment and their working environment. They are also legally bound to risk assess each 'user' they employ to see if he/she needs any help or special ergonomic equipment. This may seem a lot of trouble for nothing, but research shows that not only is it cost effective long term it protects from any future claim for injury.

It is then the employee's responsibility to act and work according to the advice and instructions provided. If they do not then they have no legal claim as good advice had been given by the employee which was not heeded. Worksafe UK Risk Assessments cover all points to do with employer and employee responsibilities in depth making sure that all parties feel comfortable with their responsibilities.

Employers' key responsibilities

Under the Health and Safety (Display Screen Equipment ) Regulations 1992, an Employer is required to perform a suitable and sufficient assessment to the best of their ability for all 'users' who are covered by the DSE regulations. All of the points below are investigated in-depth during a Worksafe UK One-To-One Risk Assessment.

An Employer must by law:

Analyse workstations, and assess and reduce risks

• The complete workstation including equipment, furniture and the work environment
• The job and tasks being performed; and
• Any special needs of individual staff (whose views may be sought as part of the assessment)

Ensure workstations meet minimum requirements

These basic requirements are good features that should be found in a workstation, such as adjustable chairs and suitable lighting, screen coverings, keyboards, mice, the desk, the software and the working environment.

If employers require their employees to use workstations at home, these too will need to be assessed.

Portable DSE, such as laptop and notebook computers, are subject to the DSE Regulations if it is in prolonged use. The design of portable DSE can make it more difficult to achieve a comfortable working posture. Risk Assessments for users of portables can be a challenge, as it is clearly not practicable to use an independent assessor to analyse each location where work may take place therefore we would recommend personal training so that they can regularly assess their own working conditions..

Plan work so there are breaks or changes of activity

As the need for breaks depends on the type and intensity of the work, the Regulations require breaks and changes of activity but do not stipulate frequency or duration.

Short, frequent breaks are more satisfactory than occasional, longer breaks: for example a 5-10 minute break after 50-60 minutes continuous screen and/or keyboard work is likely to be better than a 15-20 minute break every 2 hours. minute break after 50-60 minutes continuous screen and/or keyboard work is likely to be better than a 15-20 minute break every 2 hours.

The Regulations do not imply a need for the employer to draw up a precise and detailed timetable for periods of DSE work and breaks. That would only be necessary in a few cases. Best practice would be for individuals to have some autonomy over the timing of breaks.

On request, arrange eye tests and provide spectacles if special ones are needed

Uncorrected vision defects can make work at display screens more tiring or stressful than it should be, and correcting defects can improve comfort, job satisfaction and performance.

All 'users' can request their employer to provide and pay for an eye and eyesight test, conducted by an optometrist or doctor and it is the duty of the employer to provide these tests.

However employers only have to pay for spectacles if they are required for the distance at which the screen is viewed i.e. they are pre-requisite for the user to operate the VDU.

Provide Health and Safety training and information

Employers have to provide training to make sure employees can operate their DSE and workstation safely, and know how to use it effectively so as to avoid health problems. This can be easily done by undertaking a Risk Assessment and attending Seminars, such as those provided by Worksafe UK and distributing the HSE booklet "Working with VDU's" and other literature.

Any assessment must be current and valid, and should be used by the company to identify problems associated with a particular workstation and its user(s). The Company must act to reduce these risks as far as is 'reasonably practicable'. The degree of risk must be balanced against the time, cost, effort and degree of difficulty necessary to combat the risk.

Employees' key responsibilities

Though it is the onus of the employer to assess and reduce the risks to the employee working at a DSE workstation, the employee must comply with and avail themselves to the Risk Assessment. The employee must also be prepared to come forward and make accurate truthful comments in order to aid the assessor make a fair and reasonable assessment.

Information provided by users is an essential part of an assessment. 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 any problems as they arise. So it is imperative that the employee informs the assessor fully and truthful/factually of all questions and issues raised during the assessment.

The Assessment forms should be signed by the Employee (User) and kept by the employer as evidence that Risk Assessments were carried out to the best of their ability in order to reduce the risk to their DSE users (Employees).

It is then the employees responsibility to comply with the findings of the assessor and help reduce the risks of RSI and ULD

Host Employers

If you use agency employees, you are still responsible for the Heath and Safety of these employees in much the same way as with your own employees.

Employment businesses (agencies) should:

• on request, provide eye tests (and special corrective appliances, if required) to agency worker users who are their employees
• provide health and safety training for such workers
• provide information to such workers about eye tests and training

Employment businesses (agencies) should also check that host employers carry out their duties (as described above) to:

• conduct Risk Assessments of the workstations to be used;
• ensure their workstations comply with the minimum requirements
• plan for breaks or changes of activity for users
• provide information to agency workers, as specified above.