While we reduce the amount of paper being used in offices, copying and printing machines are still commonplace in offices. Properly maintained machines in a well-ventilated area are usually not a hazard.
Commonly, large batches of photocopy paper are purchased at one time and stored in or near the photocopy room and usually on the floor. Lifting and moving copy paper can cause a muscle strain if not carried out properly.
Tips
- Use sealed toner cartridges.
- Only employ the use of trained personnel to replace toner.
- Avoid twisting the body when lifting or carry items.
- Bend at the knees when lifting items.
Potential harm
- Musculoskeletal disorders
- Breathing issues
Identified hazards and controls
Atmospheric contaminants
Cause
- Inhaling toner dust and other contaminants.
What workers can do
- Be sure to follow the manufacturer’s instructions if you are changing the toner cartridge. The cartridge is generally safe unless the contents spill.
- Refrain from changing the toner if you are someone who has a pre-existing respiratory condition, to avoid exacerbating any of these conditions from airborne contaminants.
- Use the exhaust fan if one is provided.
- Avoid standing near the printer for long printing jobs. Leave it to print and come back later.
- If the printer is in a room, leave the door open to assist with air flow through the room. This is generally enough airflow to dissipate concentrations of contaminants.
What employers can do
- Use sealed toner cartridges.
- Make safety data sheets (SDS) available for the storage and handling of toner.
- Consider replacing older style printers that use loose toner to a sealed cartridge type.
- If the printer is in a small room and used frequently, install an extractor fan that vents any fumes or particles outside, or to a more appropriate location. Adequate ventilation will ensure atmospheric contaminants do not build up to levels that may pose a risk to the health of employees around these machines.
- If the room has a door, instruct workers to leave door the open to assist air flow through the room. If noise is a concern or the door is closed for other reasons, the effect on ventilation should be assessed and appropriate modifications made.
- Regularly maintain machines to check filters are the correct type, clean and replaced regularly.
Musculoskeletal disorders
Cause
- Lifting and moving photocopy paper or boxes.
What workers can do
- Avoid twisting the body when lifting or carry items. Muscle strains can occur suddenly and may result from forceful exertion in a bent or twisted posture.
- Bend at the knees when picking up items located below your knees, using leg drive and maintaining a neutral (straight) spine position.
- Don’t lift more than what you are capable of.
What employers can do
- Purchase boxes of paper with less reams in them, this reduces the weight and size of each box to be carried.
- Provide a trolley that adapts to the weight - as weight is removed, the floor of the trolley raises to ensure the user doesn’t have to bend down low to reach items.
- Purchase smaller quantities more often and store them on shelves at a height between the knees and shoulders.
- Provide suitable storage areas for paper.
More information
Guidance
- Brief Review on Health Effects of Laser Printer Emissions Measured as Particles – Safe Work Australia.
- See Ergonomic hazards for more information on physical factors in the environment that may cause musculoskeletal injuries and how to eliminate these hazards.
Legislation
- Work Health and Safety Regulations 2011 – Refer part 3.2 General Workplace Management and part 4.2 Hazardous Manual Tasks.
Codes
Page last reviewed: 04 May 2021