HSE Operational Procedure

HSOP-46-01-04
OFFICE SAFETY
Issued by: HSE Representative Eff. Date: 03/08/10 Rev.: A Pg. 1 of 8

I PURPOSE
This operational control establishes the methodology for office safety to minimize
injuries and property damage.

II APPLICATION
This procedure applies to all activities that require proper housekeeping and may
hinder hygiene.

II RESPONSIBILITIES
HSE Representative/Site Supervisor: Ensures this operational control is
implemented with sufficient resources for training and equipment where applicable,
including:
• Review office safety guidelines with employees and contractors;
• Compliance with these minimum standards or local legal, business and client
requirements if more stringent;
• Communicating these procedures to all personnel under their supervision.
Employees: Follow safety guidelines and take corrective actions when substandard
conditions or substandard practices are discovered in working environment.

III PROCEDURE
Office facilities are designed and maintained to create a safe working environment and
to prevent accidents. Employees are to follow the safety guidelines below in their
work areas.

1. Housekeeping and Workplace

1.1 The work area must be generally clean and orderly. Floors must be clear of trip
hazards.
• Immediately correct and report tripping hazards, e.g. defective floor coverings,
carpets or mats.
• Keep walkways and floors clear of clutter.
• Keep electrical cables and telephone cords off floors or under floor guards.
• Position plug-in boxes and conduit to avoid trip hazards.
• Immediately clean spilled liquids from floors.
• Stairways must be clear of obstacles and trip hazards.
• Do not leave objects on stairs.
The master of this procedure is held on the Qshare Application. Hard copies can be printed but will not be updated. If you are
working from a hard copy and in doubt of whether it is current, please refer to Qshare Application for the latest revision.
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• Use handrails when using stairs.

• Do not rush in walkways or stairways.
• All fire escapes and escape routes must be kept clear at all times.
1.2 Work areas including walkways, corridors and stairways must be adequately
illuminated for the work activity. Work areas must be kept at a suitable temperature.
There must be natural or forced ventilation to have a suitable exchange of air within
the work environment.

1.3 Noise levels must be kept within acceptable limits. Control options may include:
• Isolate loud machines from the general work area.
• Use sound-reducing screens or partitions.
• Use sound-reducing machine covers.
• Use room features such as carpet and draperies to reduce ambient noise.

1.4 In addition to the above, whether working at a GISCO location or a Site, a high
standard of housekeeping is expected from all GISCO employees. It is the
responsibility of everyone and is the first line of defense for a safe working
environment. Dirty or untidy working conditions, tools and equipment left laying
around, and obstructed escape routes for example, all contribute to the risk of accident.
In particular, the following should be noted:

• Rubbish / waste shall be disposed of into the containers provided and not dumped.
Especially not into the sea,
• Used cleaning materials such as dirty rags shall be properly disposed of into
designated containers as there is a danger of spontaneous combustion
• All walkways, platforms, work areas, ladders, steps, stairs, entrances and exits
should be kept free of debris, tools or any other obstacles which may create a
tripping hazard or impede escape,
• Fire or emergency equipment should never be obstructed by stacking objects around
or in front of them,
• Hoses, wires, ropes and electric cables should never be left over walkways where
people could trip over them. Electric / welding cables should be kept out of water.
Fire doors should never be obstructed by cables,
• Guards, rails, grating and deck plates should never be removed before first erecting
barriers and warning notices,
• Walkways and floors should be kept free of grease or any other substances that
could cause slipping.
2. Hygiene
2.1 A high standard of personal cleanliness and hygiene is expected of all GISCO
The master of this procedure is held on the Qshare Application. Hard copies can be printed but will not be updated. If you are
working from a hard copy and in doubt of whether it is current, please refer to Qshare Application for the latest revision.
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HSE Operational Procedure HSOP-46-01-04 Rev.: A Pg. 3 of 8

employees, particularly in hot climates. At GISCO installations – either Head Office

or Sites or Offshore – adequate washing facilities, soap, disinfectant, towels, etc. are
always available for the use of all staff. This is essential for the protection of the health
and well-being of all.

2.2 Working clothes should be washed regularly. If contaminated with hazardous or toxic
material they should be removed as soon as possible and either laundered or disposed
of.

2.3 Personnel working offshore or at remote land drilling locations should pay particular
attention to their cleanliness and should change their clothes and bath or shower at
least once per day.

2.4 After using the toilet or working with chemicals or hazardous substances, the hands
should be washed thoroughly.
3. Alcohol
3.1 The consumption of alcoholic drinks at GISCO installations during working strictly
prohibited. Personnel consuming or under the influence of alcohol during working
time will be subject to dismissal.

3.2 The consumption of and possession of alcoholic drinks on Sites is strictly prohibited.
GISCO personnel contravening this regulation will be dismissed.

3.3 GISCO personnel driving a company vehicle or proceeding on company business

while under the influence of alcohol will be dismissed.
4. Drugs
4.1 Drugs fall into two categories:
• Prescribed
• Prohibited
4.1.1 Prescribed: GISCO personnel undergoing treatment for a medical condition involving
the use of prescribed drugs, shall ensure that their ability to carry out their work
normally is not impaired. They should check with their doctor regarding possible side
effects and advise their Manager / Project Coordinator accordingly. Staff using these
drugs should not be permitted to work on the Site.

The types of side effect involved are:

• Impaired vision
• Drowsiness
• Dizziness
• Lack of concentration
• Headache
The master of this procedure is held on the Qshare Application. Hard copies can be printed but will not be updated. If you are
working from a hard copy and in doubt of whether it is current, please refer to Qshare Application for the latest revision.
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4.1.2 Prohibited: Possession of and use of prohibited drugs and substances will render the
GISCO employee liable for dismissal. Prohibited drugs include:
• Heroin
• Cocaine
• Amphetamines
4.2 Should a GISCO employee have a drug problem and seek help or treatment, GISCO
will assist provided no serious breach of discipline or accident has occurred.

4.3 GISCO personnel found in possession of prohibited drugs on Site will be instantly
dismissed and the Police advised.

4.4 GISCO employees should be made aware that the death penalty exists in this country
for people in possession of prohibited drugs.

5. Storage
5.1 There must be sufficient cupboards, shelves, cabinets, etc. for the storage of all items
in the work environment. Arrange filing cabinets side by side rather than stacking (if
possible).

5.2 Store heavy items on lower shelves. Suitable ladders, stepstools, kicksteps, etc. must
be available for access to higher shelves.
• Use approved ladders or platforms.
• Lock ladders in position before use.
• Do not place ladders in front of doors.
• Do not stand on top two rungs of ladders.
• Do not use chairs or tables as ladders or platforms.
• Do not climb on chairs, desks, boxes, or other makeshift supports.
5.3 Drawers in filing cabinets, desks, etc. must be kept closed when not in immediate use.
• Open only one drawer at a time.
• Use handles or knobs when opening doors or drawers to avoid pinch points.
5.4 Hazardous chemicals must be kept in a separate designated storage area. Storage
containers and doors must be suitably labeled as hazardous and incompatible
substances segregated. Material safety information obtained for hazardous substances
should be kept current and readily available.

6. Emergency Exit
6.1 All exit routes and doors must be unobstructed and clear of obstacles and hazards.
Doors serving as emergency exits must be designed for quick and efficient egress.
Emergency routes and exit doors must be clearly marked. Emergency illumination
The master of this procedure is held on the Qshare Application. Hard copies can be printed but will not be updated. If you are
working from a hard copy and in doubt of whether it is current, please refer to Qshare Application for the latest revision.
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HSE Operational Procedure HSOP-46-01-04 Rev.: A Pg. 5 of 8

must be provided for emergency routes and exits.

7. Fire Protection
7.1 Directions to employees in case of fire must have correct information and be clearly
visible. There must be sufficient fire extinguishers of the correct type (e.g., water,
foam, carbon dioxide) for the work environment and their location conspicuously
marked.

7.2 Fire extinguishers must be routinely serviced and suitably mounted on wall brackets or
floor stands. Containers for trash and waste (including cigarette butts) must be emptied
regularly and the container sites kept clean and orderly. Only smoke in designated
areas and never leave lit cigarettes unattended.

7.3 Internal fire doors must be kept closed at all times. Do not leave space appliances
turned on while unattended. Keep space heaters etc a safe distance from combustible
materials. Ensure office appliances are turned off when the office is unoccupied (e.g.,
coffee machines, desk lamps, etc.). Replace damaged electrical cords or plugs. Keep
electrical cords away from heat sources. Do not run electrical cords under floor
coverings. Replace damaged electrical cords or plugs.

7.4 Devices (e.g., candles, incense burners, etc.) that present an open flame in office areas
are not permitted.

8. First Aid Provision

8.1 The location of first aid supplies and eye wash stations must be clearly marked and
easily accessible. First aid supplies must be within date and suitable for use. Eye wash
bottles must be within date, clean, properly labeled and tamper seals must be intact.
First aiders must be accessible and easily identifiable.

9. Employee Facilities
9.1 Drinking water must be available and clearly marked. Non-drinking water must also
be clearly marked. Toilets must be clean and sanitary. A smoking policy must be
followed including:
• Only smoking in designated areas
• Obeying “No Smoking” signs
10. Electrical Equipment
10.1 Junction boxes and distribution boards must be clearly marked with hazard labels.
They must be kept closed (preferably locked) and must be accessible. Electric cables
(e.g., extension cords) must not be placed where they may be damaged (e.g., under
floor coverings). Replace worn cables which have exposed wires.

10.2 Extension cables must not be used as permanent wiring.

The master of this procedure is held on the Qshare Application. Hard copies can be printed but will not be updated. If you are
working from a hard copy and in doubt of whether it is current, please refer to Qshare Application for the latest revision.
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HSE Operational Procedure HSOP-46-01-04 Rev.: A Pg. 6 of 8

• Only use extension cables if absolutely necessary; ensure they are grounded and
suitably rated.
• Use multi-outlet electrical power strips with a built-in circuit breaker.
• Electrical outlets must not be overloaded with plugs, adapters or other unsuitable
equipment. Electrical office equipment must be routinely checked for proper
operation.
• Electrical equipment must be kept clean. Always unplug office equipment before
servicing.
• Do not use damaged electrical equipment.
• When removing a power cord from an outlet, use the plug.
• Do not modify electrical equipment (e.g., removing the third prong of a grounded
electrical plug).
• Portable electrical equipment must be properly stored when not in use.

NOTE: Include simple appliances such as kettles, coffee pots and radios in these precautions.

10.3 Use a specialist maintenance department or contractor for electrical work,

maintenance and repairs.

11. Computer Workstations

11.1 Work surfaces must be of suitable size and strength for the equipment. Chairs used at
workstations should have a five wheel base and be adjustable in height and tilt.

11.2 Display Screen Equipment (DSE) covers Workstations, which include a Screen.
11.3 The main harms associated with Workstations all arise from extended periods of work
and they are as follows:
• Upper Limb Disorders (ULDs), which include Repetitive Strain Injury (RSI).
Typically, they arise from using keyboard or mouse.
• Back injuries form sitting with an awkward posture.
• Eye strain from looking at the display screen.
11.4 Work Place Precautions
• For ULDs arising from the use of keyboards:
a. Type while in the correct posture – for example, without having your wrists at
an acute angle.
b. Take frequent short breaks during extended period of keyboard use.
c. Look out for early symptoms of ULDs – such as “tingling” in the fingers after
keyboard use. Report any symptoms you experience to the Safety Officer/MR
QHSE.
The master of this procedure is held on the Qshare Application. Hard copies can be printed but will not be updated. If you are
working from a hard copy and in doubt of whether it is current, please refer to Qshare Application for the latest revision.
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HSE Operational Procedure HSOP-46-01-04 Rev.: A Pg. 7 of 8

• For Back Injury arising from sitting with an awkward posture:

a. Use an adjustable chair set up properly for you
b. Get training in how to set up an adjustable chair to meet your requirements.
• For Eye Strain arising from looking at a Display Screen:
a. Position the screen properly – proper positioning would mean that there is no
glare or reflection, it is at “eye height” and it is to too far away or too near. If
one dies not know how to set the screen properly, Safety Officer / MR QHSE
must be informed.
b. Wear the necessary spectacles – if you need to wear spectacles in order to see
the screen clearly, wear the spectacles all the time you are using the screen.
c. Have your eyes tested regularly.
11.5 Other suggestions for healthy computing include:
• A padded swivel chair is best.
• Use a lumbar cushion or rolled towel against the lower back if the chair does not
provide lower back support.
• Adjust the chair so that feet are flat on the floor; knees are at the same height as hips
and work surface is at waist level and sit close enough to avoid excessive bending.
• There must be adequate room for the user to position the computer, keyboard and
other peripherals comfortably. The top of the computer monitor must be around eye
level.
• Wrists must be straight when using the keyboard and mouse; wrist pads may be
used for support.
• The keyboard must be around elbow height and at a slight incline.
• A document holder may be used to place hardcopy at a comfortable reading level.
• Screens must not flicker or have significant glare or reflections. Reduce the glare on
the monitor by using shades, blinds or indirect lighting or light diffusers.
• Exercise the eyes by regularly looking away from work to focus on something else.
Take regular mini-breaks to minimize overall body strain. Stand up regularly to
stretch. Circle, shrug, stretch and arch shoulders, neck and arms to increase
circulation and relieve tension.
12. Slips, Trips and Falls
12.1 Pay attention to work place surroundings and potential hazards including those which
may have become too familiar and thus overlooked (e.g., swinging door arcs). Do not
rush when moving around the work place and do not read while moving around. Do
not tilt chairs back on rear legs. Keep a clear line of sight over when carrying stacks of
materials, looking in the direction of movement. Stay off wet floors whenever
possible.

The master of this procedure is held on the Qshare Application. Hard copies can be printed but will not be updated. If you are
working from a hard copy and in doubt of whether it is current, please refer to Qshare Application for the latest revision.
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HSE Operational Procedure HSOP-46-01-04 Rev.: A Pg. 8 of 8

NOTE: These provisions include external areas of the facility (e.g., walking paths, parking lots,
garages, etc.).

13. Lifting and Moving

13.1 Do not lift or move bulky items alone. Obtain assistance to move furniture and
equipment. Observe good lifting techniques:
• Keep loads close to the body when picking up
• Bend at the knees and hips and use legs, not the back, when lifting
• Avoid twisting the back at the waist
• Use feet to pivot, not the back.
• Use lifting aids, such as carts, to move heavy loads.

VI ASSOCIATED DOCUMENTS
• Office Inspection : Form HS -46-01-04-1
• Cleaning Records

The master of this procedure is held on the Qshare Application. Hard copies can be printed but will not be updated. If you are
working from a hard copy and in doubt of whether it is current, please refer to Qshare Application for the latest revision.