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.
Q. Can we tailor the ErgoPro risk assessment to suit our own working environment?
Yes, the question wordings can be tailored to suit your own DSE working environment. Questions can be updated or removed, new questions added. Automated follow-up actions can be applied to any of the questions (e.g. send a document, flag for follow-up) and can be tailored as well. However, we don't recommend the questions are altered unless it is to tailor them to suit a particular working environment. The ErgoPro question set has been developed by our Ergonomists to comply with the DSE regulations and provide a rigorous risk assessment. In the case of a standard office environment we would recommend sticking with the standard question set.
The follow-up Solutions can also be tailored and branded. Tailoring is usually just to make sure the Solutions are consistent with the organisation's staff manual and working practices. ErgoPro can also automatically send bespoke documents such as eye test policy/vouchers and specific chair adjustment instructions. Once an order is placed for ErgoPro, we can provide PDF or hard copies of the risk assessment screens and follow-up Solutions so that any changes required can be identified as part of preparing the system for go-live.
Q. Are we able to brand the ErgoPro system?
Yes, the system including the follow-up solution PDF documents can all be branded.
Q. Is back office support available?
Yes, help and support is provided for administrators by email and phone.
Q. Can we customise reports?
The ErgoPro system comes with a suite of 15 reports which cover most reporting requirements. We can also install bespoke reports if you have specific requirements.
Q. How do we deal with starters and leavers in respect of the number of licenses?
A licence credit is used for each assessment completed and so it doesn't matter how many starters and leavers you have, you just need to tally the number of assessments you are likely to carry out on the system. For initial purchase of licence credits, the number of DSE users +10% for starters and leavers is a reasonable guide but you may need to adjust this if you have a high turnover of staff.
Q. Is it possible to switch on/off the section about using PDAs?
Yes, but we recommend it stays in to capture those that you are not aware are using a PDA (e.g. their own PDA or smartphone).
Q. Are certificates printed at the end to say the individual has undergone the tutorial and assessment?
The focus of the assessment is the individual risk and to identify any follow-up actions required. The assessment therefore results in follow-up information being sent to the DSE user where required, rather than certification. Any more serious issues are immediately flagged for follow-up by the systems administrator/s.