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Perform Display Screen Equipment Inspection using eAuditor

Display Screen Equipment (DSE) refers to devices or equipment that incorporate a display screen, typically used for viewing electronic text, images, or video. This includes desktop computers, laptops, tablets, and other visual display units used for work-related tasks. The term is commonly associated with health and safety regulations aimed at minimizing risks related to prolonged screen use, such as eye strain, musculoskeletal problems, and fatigue.

Performing Display Screen Equipment (DSE) Inspection using eAuditor is a critical process for ensuring the comfort, safety, and health of employees who use computer screens regularly. The primary goal is to minimize the risks associated with prolonged screen use, such as eye strain, back pain, and repetitive strain injuries. With the use of eAuditor, inspections become more efficient, structured, and data-driven, allowing for real-time assessments and streamlined reporting.

Here’s a more detailed breakdown of the process:

1. Planning the Inspection

Identify Workstations for Review

The first step in performing a DSE inspection is identifying all relevant workstations. This includes:

• Office-based desks with desktop computers.
• Mobile workstations with laptops or tablets.
• Employees who may use multiple screens or alternative setups.
• Remote or home office workstations.

In some cases, it may also include equipment used for other purposes, such as production monitoring stations or checkout counters with point-of-sale systems.

Customize the eAuditor Checklist

eAuditor allows the creation or modification of a DSE-specific checklist, ensuring it aligns with local regulations (e.g., OSHA standards, HSE regulations, or international ergonomics guidelines). The checklist should cover all necessary ergonomic and environmental factors:

• Seating and posture: Ensures the chair supports the spine, is adjustable, and encourages proper posture.
• Monitor setup: Checks for correct screen height, distance, and positioning.
• Desk and workspace: Verifies adequate legroom and easy access to tools and documents.
• Breaks and rest periods: Assesses adherence to work habits and the provision of adequate breaks.
• Lighting and glare: Evaluates the lighting setup and glare reduction to avoid eye strain.

2. Conducting the Inspection

Using eAuditor’s Mobile Platform

eAuditor provides inspectors with mobile functionality, enabling them to conduct inspections directly at the workstations. They can use smartphones or tablets to:

• Access customized checklists.
• Capture photos of workstation setups or issues.
• Record observations, comments, and any employee feedback in real-time.
• Mark compliance or non-compliance in specific areas and assign corrective actions immediately.

Key Areas to Inspect

• Chair and Seating:
  A proper office chair should have adjustable height, backrest, armrests, and a seat pan. It should support lumbar and lower back areas to prevent slouching, offering adequate support to maintain neutral posture. An inspection should verify that the employee’s feet rest flat on the floor and their knees are at 90 degrees.
• Monitor/Screen Setup:
  The screen should be positioned so that the top of the monitor is at or just below eye level. It should be at arm’s length from the user to avoid neck strain. The monitor should also have proper contrast and brightness to minimize eye strain, with a clean surface and appropriate anti-glare settings.
• Keyboard and Mouse:
  The keyboard should be positioned at a height that allows the employee to type comfortably, with wrists straight to avoid strain. The mouse should be within easy reach and at the same height as the keyboard, avoiding shoulder or wrist extension. The inspection should confirm the use of ergonomic alternatives if necessary.
• Workspace Organization:
  A tidy and efficient workspace should allow for easy access to frequently used items. Inspectors should check that documents, phones, and other tools are within arm’s reach to reduce excessive stretching.
• Lighting and Glare:
  Proper lighting is crucial to prevent eye strain. The desk should be well-lit without direct overhead lights or glare on the screen. Inspectors should ensure that natural lighting does not cause screen reflections or shadows.
• Work Habits:
  Inspectors should ask employees about their working habits. For instance, are they taking breaks every 20 minutes to look away from the screen (20-20-20 rule)? Are they adjusting their posture throughout the day? It’s important to encourage practices that support long-term health.

3. Post-Inspection Actions and Reporting

Generate Reports Automatically

Once the inspection is completed, eAuditor automatically generates a detailed report, which includes:

• Compliance Overview: A score or percentage showing how well each workstation adheres to ergonomic standards.
• Specific Issues: A list of identified hazards, such as improper screen height, poor posture, inadequate chair support, or lighting issues.
• Corrective Actions: Assign actions to address each identified issue, with specific deadlines and responsible individuals.

The report also includes any photos or videos captured during the inspection, making it easier to visualize the problems and communicate the necessary fixes.

Assign and Track Corrective Actions

In eAuditor, corrective actions can be created for every non-compliance issue discovered during the inspection. These can be assigned to relevant team members with clear deadlines. For example:

• Issue: Incorrect screen height.
• Action: Adjust monitor height and provide ergonomic monitor stands where needed.
• Assigned to: Facilities manager or office admin.
• Deadline: Two weeks from the inspection date.

These actions are tracked within eAuditor, so you can follow up on progress and ensure compliance.

Employee Awareness and Training

Based on the findings, you may decide to hold training sessions for employees on proper ergonomic practices. This could include:

• How to adjust their chair and monitor correctly.
• The importance of taking breaks.
• How to set up their workspace for better posture and comfort.

You can also create guides or posters and distribute them to employees, helping to remind them about best ergonomic practices.

4. Ongoing Review and Data Analytics

Tracking Trends Over Time

One of the most valuable aspects of using eAuditor is the ability to track DSE trends over multiple inspection periods. By analyzing the reports generated, you can:

• Identify recurring issues, such as poor chair designs or inadequate lighting.
• Monitor the effectiveness of corrective actions over time.
• Evaluate improvements in employee satisfaction and productivity.

Multi-Site Analysis (for larger organizations)

For companies with multiple locations, eAuditor allows you to compare DSE assessments across different offices or departments. This helps identify any areas where improvements are needed and allows you to standardize best practices across all sites.

Summary

Performing Display Screen Equipment Inspections using eAuditor offers an organized, efficient, and data-driven approach to ensure the ergonomic health and safety of employees using screen-based equipment. By focusing on proper workstation setups, lighting, and work habits, the inspection helps minimize the risk of physical strain and injury. The real-time mobile inspection, automated reporting, and actionable corrective measures make eAuditor a powerful tool for ensuring that organizations comply with health and safety regulations while promoting a comfortable, productive work environment.

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