The use of computers and other digital devices has become an integral part of many modern workplaces.

However, prolonged and excessive use of these devices can lead to various health problems, collectively referred to as Display Screen Equipment (DSE) risks. Therefore, DSE assessments are crucial to identify and address such risks.

Legal Compliance

Employers have a legal responsibility to conduct DSE assessments to identify potential risks and take steps to mitigate them. In the UK, the Health and Safety (Display Screen Equipment) Regulations 1992 state that employers must conduct DSE assessments for all employees who use computers and other digital devices for prolonged periods. Additionally, they must provide information and training to employees to help them use such devices safely. Failure to comply with these regulations can result in fines and legal action. Written records can help employers demonstrate their compliance with these regulations.

Evidence of Assessment

DSE assessments involve a thorough examination of an employee’s workstation, including their chair, desk, monitor, and other equipment. A written record of the assessment can help employers and employees keep track of the assessment findings, identify potential risks, and monitor progress in addressing these risks. It can also serve as evidence that an assessment has been conducted, which can be useful in case of disputes or legal claims.

Consistency and Standardisation

Written records can help ensure consistency and standardisation in DSE assessments. They provide a standardised format for recording assessment findings, risk factors, and remedial actions. This can help ensure that all employees receive the same level of assessment and treatment for any identified risks. It can also help employers monitor the effectiveness of their DSE policies and identify areas for improvement.

Communication and Collaboration

Written records can facilitate communication and collaboration between employers, employees, and other stakeholders involved in the DSE assessment process. For example, they can be used to communicate assessment findings, recommendations, and progress to employees, managers, and health and safety representatives. They can also be used to collaborate with occupational health professionals, ergonomics experts, and other specialists who may be involved in the assessment and remediation process.

Continuity and Transferability

Written records can ensure continuity and transferability of DSE assessments. They provide a historical record of assessment findings, remedial actions, and progress over time. This can help ensure continuity of assessment and treatment for employees who may change roles, departments, or locations within the same company. Additionally, it can facilitate transferability of assessment records between different companies, which can be useful for employees who change jobs or seek compensation for DSE-related health problems.

Written records are crucial for DSE assessments in the workplace. They provide evidence of compliance with legal requirements, ensure consistency and standardisation, facilitate communication and collaboration, and ensure continuity and transferability of assessment records. Employers should develop a standardised format for recording DSE assessments, regularly review and update assessment records, and ensure that employees are aware of the importance of DSE assessments and the need to keep written records. By doing so, they can help protect the health and wellbeing of their employees and ensure compliance with legal requirements.

Contact us today to find out more information on DSE assessments in the workplace.
Telephone 028 90 757757 or email info@ac-ni.com

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