Workstation Assessment Frequently Asked Questions

Q. How long should I keep DSE records?
A. The health and safety executive do not stipulate how long you must keep the records. However, 5 years is considered to be a sensible storage period. ErgoPro stores your records indefinately and there is no limit to the number of staff records you can add or keep.

Q. How often should I assess DSE users?
A. You must assess DSE users if you are a company with 5 or more staff. They must be assessed again if there is a change in the workstation, for instance new equipment or after and office or desk move. Whilst there is no regulation stipulating how often you must assess users, it is important to do this on a regular basis to ensure that you pick up any changes to desking or equipment of which you were unaware. Many companies do this on a 2 year cycle.

Q. What are my obligations as an employer relating to the use of computers and display screen equipment under health and safety law?
There are various health and safety obligations for companies that cover the use of computers but probably the most relevant is "The Health and Safety (Display Screen Equipment) Regulations 1992 (amended in 2002)". These require all companies with more than 5 employees to provide display screen equipment (DSE) "users" with assessments to identify risk that they may be exposed to during their work.

"Users" are generally defined as staff who normally use DSE for continuous spells of one hour or more on a daily basis or who have to transfer information quickly. Many companies now carry out an assessment for any office worker using DSE. The regulations stress that it is important for employers to take actions to reduce any risk identified during assessments. They also list basic requirements for workstations and emphasise the importance of planning breaks and changes of activity into the daily work routine of users.