Office Safety Guidelines

Environmental Health, Safety, and Risk Management Department

Box 6113, SFA Station

Nacogdoches, Texas 75962-6113

Revised: January 2011

OFFICE SAFETY GUIDELINES
An office may seem to be a relatively safe place to work; however, there are a variety of hazards
that you should be aware of.
1. Heavy objects should be kept off the top of file cabinets and other high furniture. Movable
objects, such as flowerpots, vases, and bottles should not be placed on windowsills or ledges.
2. Make sure that thumb tacks and other sharp objects are not thrown loosely into desk drawers.
3. Misuse of filing cabinets is another major source of office injuries. Use the file drawer handle
to close the file drawer, making sure your fingers are not curled over the edge when the
drawer closes. Only one file drawer in the cabinet should be opened at one time to prevent
the cabinet from toppling over.
4. Electrical office equipment of every kind should be properly grounded using the three-wire
grounding system of double insulated to reduce the likelihood of electrical shock.
5. Never yank a power cord. Always grasp the plug to pull it out of a receptacle.
6. No matter how well an office machine works, always turn it off before adjusting or servicing
it.
7. Make sure electric outlet boxes are not exposed.
8. Frayed electrical cords should be immediately reported to and replaced by qualified
personnel.
9. Use of extension cords as a permanent power source is strictly prohibited. Surge Protectors
are acceptable.
10. If you ever suffer even the mildest shock when you touch an office machine, or if you see an
office machine giving off smoke or sparks, unplug it only if it can be done safely and
summon a qualified repair crew at once. At the same time, post a sign near the machine
saying that it is out of order and dangerous.
11. Keep electrical cords out of walkways.
12. Locate fire extinguishers, and learn how to use them. Also locate emergency exits. Know
your nearest primary fire escape route, and a secondary exit, in case the primary exit is
blocked. You should also know where and how to use or activate the fire alarm system and
other firefighting equipment in emergencies.
13. Never store pencils in a container on the desk with points outward.
14. Never leave scissors or any other sharp pointed object on a desk with the point toward the
user.
15. Never hand sharp pointed objects to anyone point first.
16. Don't leave objects on the edge of a desk or table where they can easily be pushed off.
17. Desks or files should only be moved by qualified maintenance employees, preferably using
special trucks or dollies made for such moving.
18. Standing on a chair to reach an overhead object is very dangerous and should never be
attempted. Instead, use a step stool or ladder.
19. Leaning too far back in a chair, leaning sideways from a chair to pick up objects on the floor,
scooting across the floor while sitting in a chair, backing up too far in a chair without
looking, and sitting on the edge of a chair instead of the center should always be avoided.
Any of these situations could result in a sudden and dangerous fall to the floor.
20. All materials should be stored inside of cabinets, files, and lockers. NOT ON TOP. One
problem, for example, is that stacks of boxes and papers may tend to pile up on top of
cabinets, files, clothing lockers etc. Then they may topple over if someone tries to pull
something out of the stack.
21. Never stand on an open file drawer or climb on shelves to grasp materials that would
otherwise be out of reach. Again, use a step stool or ladder.
22. Never test a jammed stapler with your thumb over the business end.
23. Always remove staples with a staple remover, not your fingernails.
24. When reaching for an object, always look for hazards that could injure your head as well as
your hand. Poking the eye with a pencil or the edge of a cabinet is no joke. Don't carry a
pencil in a pocket, use a pocket protector and keep the point down.
25. If you have to carry materials through a doorway, make sure there is adequate clearance on
the sides and at the top (you should be able to see over the top and around the sides of
whatever materials you have to carry). Pinched fingers are painful, and so is an injured foot
that could be caused by the materials dropping on it.
26. Don't reach into a desk drawer for pencils, pens, or other objects without looking. Looking
first and proper placement will help decrease the likelihood of pencil punctures, etc.
27. Paper cutters should be properly guarded for maximum protection. When using a paper
cutter, keep your fingers away from the blade. Don't release your hold on the blade handle
while cutting and never leave the blade in an upright position, even for a second.

HOUSEKEEPING:
1. Keep aisles and work places clear. Keep materials neatly piled and located that people
passing will not be injured.
2. Refuse containers should not be overfilled. They should be emptied daily.
3. KEEP EXITS CLEAR AT ALL TIMES. Fire doors SHALL NEVER be blocked or
otherwise made inoperative.
4. Keep stairways and landings clear and free from materials that could cause a tripping hazard.
5. Use a broom and pan when removing broken glass; never pick glass up with bare hands.
6. When a slippery substance such as grease or oil is spilled on the floor, clean it up
immediately.
7. Defective floors, rugs, and floor mats are tripping hazards and should be reported to those
responsible for maintenance and repaired immediately.

LIFTING:
1. Be sure you have a good footing then lift with a smooth even motion; don't jerk on a load.
2. Remove greasy substances from the hands before attempting to lift. Get a good handhold.
3. When lifting heavy objects, shift the load or your body until you are in position to make a
straight lift. Never lift while in an awkward position.
4. When making a lift from the floor, keep your arms and back straight and bend your knees,
keeping load close to your body, then lift with the powerful muscles in your legs.
5. Ask for help when, because of excessive weight, bulk or awkward shape, the load can't be
handled safely by one person.

BASIC SAFETY STANDARDS

1. Employees should report to work rested, alert and fit to give full attention to their job.
2. No one is expected to take risks on their jobs. The common sense, safe way, is the best way
to do a job.
3. Report ALL injuries for treatment. Cuts and scratches can become infected unless properly
cared for.
4. Report ALL accidents, even near misses, to your supervisor immediately to help correct
problems. (The next time it may not be a near miss!)
5. Employees should report to their supervisor, any medication they may be taking PRIOR to
beginning work.
6. Learn the right way to do your job safely.
7. Employees are urged to make suggestions that will assist in the safe performance of their
work.

WHEN AN ACCIDENT OCCURS, IT IS BECAUSE SOMEONE HAS FAILED TO

FORESEE THAT IT COULD HAPPEN. IF YOU THINK AHEAD OF THE POSSIBLE
HAZARDS THAT COULD CONFRONT YOU, YOU CAN PLAN AHEAD AND AVOID
THEM. PRACTICE SAFE HABITS.