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Office safety

Frequently asked questions

Contents

  1. What is the minimum workspace specified in the OSH legislation?
  2. What size desk is suitable? 
  3. How much space should there be behind a desk?
  4. What are the storage facility access requirements?
  5. Do visual display units (VDUs) affect your eyesight?
  6. Are fitballs suitable for use in an office?
  7. My office is uncomfortably cold. Is there a minimum and maximum temperature allowed in the workplace?

1.  What is the minimum workspace specified in the OSH Legislation?

Under Regulation 3.14 of the Occupational Safety and Health Regulations 1996 employers are required to provide each employee with sufficient space in which to work without risk to the employee’s safety and health.

The amount of space an employee requires should be determined by conducting a risk assessment, taking into account factors such as:

  • the type of work the employee performs;
  • how often they need to leave and return to the workstation;
  • the type of materials they need to take to and from the workstation; and
  • how much furniture they need.

In addition, the following should also be considered:

  • size of the desk needed; 
  • space required behind the desk; 
  • storage facility access; and 
  • access/egress requirements.

 2.  What size desk is suitable?

For mixed paper and computer-based tasks, the minimum recommended desk length is 1500 mm.  The desk should be deep enough to enable the employee to position the screen at a comfortable viewing distance, usually between 400 - 550 mm from the desk’s front edge.  If a Cathode Ray Tube (CRT) computer screen is used, this requires a desk depth of at least 900 mm.  If a Liquid Crystal Display (LCD) screen is used, a shallower desk is acceptable. 

More information of desk parameters can be found in the National Occupational Heath and Safety Commission publication Ergonomic Principles and Checklists for the Selection of Office Furniture and Equipment  (available at www.ascc.gov.au).

3.  How much space should there be behind a desk?

To enable the user to safely use the chair, a minimum clearance behind the desk of 860 mm is recommended.
 
The Building Code of Australia specifies for egress from behind a desk, the recommended minimum width (between the side of the desk and the closest object) is 600 mm.

4.  What are the storage facility access requirements?

Sufficient space is required to enable storage facilities such as filing cabinets, cupboards and bookcases to be used without excessive bending or twisting.  Sufficient storage facilities should be provided so that heavy and frequently used items can be stored between the employee’s standing knee and shoulder height.  A minimum clearance of 1.2m between the storage facility and other objects is recommended.

5.  Do Visual display units (VDUs) affect your eyesight?

Research has shown that glare and reflections from VDUs may be linked to eyestrain and headaches, however there are other contributing factors such as indoor air quality, room temperature, improper illumination and ergonomically improper workstations.  Cataracts and other eye diseases have not been found to have any link with VDU work, however a person's visual capacity can change over time due to natural causes.  These changes are usually gradual and should be assessed through regular eyesight testing by an eye care professional.

Eyestrain and other muscular strain from using a VDU are largely preventable by maintaining a suitable work environment and implementing appropriate ergonomic measures, such as ensuring screens are at the correct height for and distance from the user, providing adequate lighting and minimising glare.

6. Are fitballs suitable for use in an office?

Use of fitballs (also known as fitness balls, Swiss balls, gym balls or physio balls) is generally not recommended for seating in the office due to the instability of the balls.  You should consult with your medical practitioner and employer as to whether using a fitball as a seat at work is appropriate.

7. My office is uncomfortably cold. Is there a minimum and maximum temperature allowed in the workplace?

Regulation 3.15 of the Occupational Safety and Health Act 1984 states that if the workplace is in a building or structure, then as far as is practicable, the employer must provide heating and cooling to enable employees to work in a comfortable environment.  A comfortable temperature would be where the employee did not require any form of special clothing to be comfortable at work.  

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