Office Hazards: Photocopiers, Printers Etc: Action Plan For Health and Safety Representatives

Office hazards: Photocopiers, printers etc
Photocopiers, laser printers, and other electronic duplicating devices are a

regular feature of the modern office environment, and some employees may
be engaged in their operation for large amounts of time.
 Action plan for HSRs

 Legal Standards
 Health Effects
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

2. Assessment of the risk
3. Control: Elimination or reduction of the risk
4. Review and evaluation of any control strategies.
1 - Identification of the hazard
 The employer must obtain the material safety data sheets (MSDSs) for
any chemical used by a photocopier or other piece of machinery,
including toner and glass cleaners, and make these available to you.
These are now usually able to be downloaded from the website of the
manufacturer.
 The employer must carry out an assessment of the work procedures
involved in copying to identify any risks of manual handling (for
example shifting, carrying, reaching reams of paper) or exposure to
contaminants.
 Talk to your members about the possible health and safety effects of
using copying equipment.
2 - Assessment of the risk
 The MSDSs must be checked to ensure all recommended precautions

are implemented.
 Check the conditions in the room the copier is located in.
 Investigate any past incidents.
3 - Control: Elimination or reduction of the risk
 If the machine at your workplace is very old (for example one that uses
loose toner), negotiate replacement with a newer machine.
 The manufacturer's recommendations for siting, ventilation, cleaning,
servicing, maintenance, and frequency of filter changes must be
obtained and followed. Filters that are in working order catch paper
dust and destroy ozone.
 Ensure there is adequate ventilation in the room and around the
machine.
 When replacing toners or using solvents, users should wear rubber or
vinyl coated protective gloves and if a liquid toner is used, safety
goggles or a face shield. After adding toner, hands and face should be
washed immediately.
 Ensure there is a clear system outlining what cleaning and repairs
employees are expected to carry out, such as clearing a minor paper
jam, and those for which a specialist technician should be contacted.
Employees carrying out minor cleaning and repairs must be given full
training and information on technical issues and on health and safety.
 The copying machine selected, the workplace design and the work
schedule should be such that they allow operators to work without risk
of musculoskeletal discomfort. For example, the positioning and height
of various components should be such that sustained and repetitive
postures are avoided.
 Noise problems can be avoided by placing equipment in a separate
room from workers.
As a general rule, the more frequently a copier is used or the more duplicating
machinery there are, the more important is a separate room with local
(separate) mechanical exhaust ventilation (refer to Australian Standard AS
1668). Properly maintained modern machines placed in well-ventilated areas,
and with the appropriate but simple precautions taken, are rarely a hazard.
4 - Review and evaluation of any control strategies
 Ensure the copying equipment is regularly maintained by a properly

trained person.
Legal Standards
The employer has a duty under the Victorian Occupational Health and Safety

Act (2004) to provide and maintain for employees, as far as is reasonably
practicable, a working environment that is safe and without risks to health.
This includes providing safe plant, a safe system of work, information,
training, supervision, and where appropriate personal protective equipment.
The employer also has the duty to monitor conditions at the workplace and to
monitor the health and safety of employees.
Occupational Health and Safety Regulations 2007 - under the consolidated

regulations there are various requirements under various chapters of the
regulation that may be relevant to photocopiers and other copying equipment
in the workplace. More information on the 2007 OHS Regulations
Sprains and strains: Under Chapter 3.1 of the Regulations (Physical

Hazards:Manual Handling), employers must attempt to eliminate, as far as
practicable, manual handling that may cause musculoskeletal injuries to
employees. For example, by providing stable trolleys for delivering paper in
bulk, ensuring that it is stored near the machines, and providing employees
with information and training.
Chemicals: Under Chapter 4 (Hazardous substances and materials) of the

regulations, employers must carry out assessments on all hazardous
chemicals used in the workplace. If a hazard is identified, controls must be put
in place according to the preferred order. That is to eliminate the hazardous
substance, or where this not practicable, substitute it with a less hazardous
substance. If this is not practicable, control methods such as local exhaust
ventilation, and as a last resort personal protective equipment must be used.
Employers must meet the exposure limits set for any substance used in the
workplace. If you would like more specific information on any particular
chemical, Ask Renata (go to top of this page)

What are the health and safety effects of copying equipment?
Discomfort or health effects may arise if machines are poorly sited,

inadequately ventilated, poorly maintained or used by operators continually for
long periods.
Laser Printers: There have been a number of recent studies on the laser

printer emissions. Airborne particles within an office environment are a
combination of particles generated from various sources, included are laser
printers which emit paper fibres, organic vapours and inorganic gases.
Research has shown that laser printers emit nanoparticles of substances,
which could increase the effects of exposure.
Safe Work Australia pubications:
 Nanoparticles from Printer Emissions in Workplace

Environments report which examined particle emissions from laser
printers in office environments. A total of 107 laser printers were
examined in offices across Queensland.
 Brief Review on Health Effects of Laser Printer Emissions measured
as Particles - based on the above report.
 Precautionary advice from the report on how workplaces can assess
and control laser printer particle emissions is summarised in
the Information sheet Assessing and controlling laser printer particle
emissions in workplace environments.
Ozone: Photocopiers produce small amounts of ozone (an unstable form of

oxygen). Ozone is also produced naturally in the upper atmosphere by UV
solar radiation. If present in sufficient concentration, this odorous gas is
irritating to the eyes, the lungs, the throat and nasal passages. Severe
exposure can result in lung damage. Symptoms occur at levels of
approximately 0.25 parts per million (ppm) and the current Australian
exposure standard is currently at 0.1ppm, averaged over an 8 hour period.

The concentrations of ozone within the breathing zone of the operator depend
on the amount of ozone discharged by the copier, the rate of decay of ozone,
the volume of air in the room, the temperature and the ventilation in the room.
Odour problems with modern copiers and fax machines usually indicate
inadequate ventilation.
Selenium and cadmium: The photoconductive material in photocopiers is

usually selenium. Cadmium sulphide, zinc oxide and organic polymers are
also used. Trace amounts of these materials can become airborne. However,
under normal operation, the concentrations of these pollutants are well below
those associated with health effects.
Toner materials: The main ingredient in the toner is carbon black. This is:
 mildly toxic - though some impurities in toners may be carcinogenic. As

currently manufactured, carbon blacks contain extremely low levels of
impurities and do not warrant concern regarding health effects;
 a respiratory irritant;
 may cause eye irritation.
Older machines pose a greater exposure risk, because adding toner may
involve transferring loose toner rather than replacing a cartridge, as is the
case with newer machines. A recent study shows that the air in some city
offices can be more toxic than the air outside - and the main culprit may be
the superfine particles coming from copying machines. (see Catalyst - Sick
Buildings February 2008)
Liquid toners: Some modern toners are in a liquid form and so rarely irritate
the skin, but exposure to solvents within them can dry and crack the skin, and
mildly irritate the eyes.The same hazards apply to the various solvents used
for cleaning duplicating machines. They also pose a fire risk if not stored
adequately. Frequent contact with toner or other solvents may cause
dermatitis or asthma.
UV Radiation: Ultra-violet radiation may also be released through the glass

plate, but at very low levels. Modern equipment does not present a bright light
hazard beyond short-term discomfort to the eyes, but it is recommended that
the photocopier lid be kept down.
Other EMR: Electro-magnetic fields (EMFs) are produced by electronic
equipment. There are on-going concerns regarding the effects of EMFs (see
information on Non-ionising Radiation, on this site). It is recommended that
workers should not stand by the photocopier when doing long runs (e.g. 15
minutes). If it is necessary to stand by, then at the distance should be at least
1 metre from the photocopier.
All laser printers are classified as class 1 laser products meaning that under
normal conditions the laser radiation (beam) is inaccessible and therefore not
a hazard unless the shielding or enclosure around the laser is tampered with,
or removed. Only properly trained technicians following the manufacturers
safe working procedures should carry out maintenance.
Physical factors: Excessive dry heat can build up if too many machines are
placed in a small area, or where their use is frequent and ventilation
insufficient. This can cause discomfort to the eyes, and the workplace can
become too dry and hot.
Excessive noise may also be experienced in such circumstances, or where

the machines are old or poorly maintained. Printers in frequent use and close
to a workstation can impair concentration.
Clearing paper jams in printers and other duplicating machinery will expose
users to hot or moving parts, sharp edges, pinch points, or exposed electrical
parts. Modern machines should have such risks designed out and should turn
off automatically upon opening of the machine. However, a machine must
always be disconnected from the power supply before opening.
Handling paper or collating copies are manual handling risks.
Copying hazards harm office workers
A Finnish study has concluded that exposure to copy paper and fumes from
office printers increases the incidence of sick building syndrome (SBS)
symptoms and respiratory problems for office workers. Researchers studied
342 office workers, assessing their exposure to carbonless copy paper (CCP),
paper dust, and fumes from photocopiers and printers (FPP) and then
measured symptoms such as headache and fatigue, and nasal, eye, throat
and skin symptoms; chronic respiratory symptoms (cough, phlegm production,
chronic bronchitis, wheezing); and respiratory infections (common colds, tonsil
infections, sinus infections, pneumonia).
The study found a "strikingly consistent" association between the three

exposures and the incidence of headache and fatigue. The risk of
breathlessness and chronic bronchitis was also consistently related to all
three exposures, suggesting airborne exposure to irritant agents.

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Office hazards: Photocopiers, printers etc

Photocopiers, laser printers, and other electronic duplicating devices are a

 Action plan for HSRs

Action plan for health and safety representatives

As with all workplace hazards, photocopiers and other copying equipment

1. Identification of the hazard

1 - Identification of the hazard

2 - Assessment of the risk

 The MSDSs must be checked to ensure all recommended precautions

3 - Control: Elimination or reduction of the risk

4 - Review and evaluation of any control strategies

 Ensure the copying equipment is regularly maintained by a properly

The employer has a duty under the Victorian Occupational Health and Safety

Occupational Health and Safety Regulations 2007 - under the consolidated

Sprains and strains: Under Chapter 3.1 of the Regulations (Physical

Chemicals: Under Chapter 4 (Hazardous substances and materials) of the

Discomfort or health effects may arise if machines are poorly sited,

Laser Printers: There have been a number of recent studies on the laser

Safe Work Australia pubications:

 Nanoparticles from Printer Emissions in Workplace

Ozone: Photocopiers produce small amounts of ozone (an unstable form of

Selenium and cadmium: The photoconductive material in photocopiers is

 mildly toxic - though some impurities in toners may be carcinogenic. As

UV Radiation: Ultra-violet radiation may also be released through the glass

Excessive noise may also be experienced in such circumstances, or where

Handling paper or collating copies are manual handling risks.

Copying hazards harm office workers

The study found a "strikingly consistent" association between the three

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