VDUs - The Display Screen Equipment (DSE) regulations

The DSE regulations are intended to prevent health problems occurring by promoting good ergonomic design of equipment, furniture, the working environment and job tasks.

Working with visual display units (VDUs) or display screen equipment (DSE) is not generally high risk, but the expansion of information technology usage in the workplace can lead to health problems associated with intensive DSE work. These problems can include musculoskeletal disorders, eye fatigue and mental stress.

Definition of DSE 'user'

The regulations apply to most display screens where there is a 'user', that is, "employees who habitually use DSE equipment as a significant part of their normal work" - including self-employed persons in an employer's undertaking (Health and Safety [DSE] Regulations 1992).

There are some specified exclusions, such as systems on board a means of transport, systems mainly for public use, portable systems not in prolonged use, cash registers and window typewriters.

Employers' key duties

Under the Regulations employers are not required to conform to detailed technical specifications but are obliged to follow more general objectives. According to the HSE publication "Working with VDUs" employers have to:

Analyse workstations, and assess and reduce risks

Employers need to examine:

The complete workstation including equipment, furniture and the work environment
The job and tasks being performed; and
Any special needs of individual staff (whose views may be sought as part of the assessment)

They need to ensure that workstations meet minimum requirements

These basic requirements are good features that should be found in a workstation, such as adjustable chairs and suitable lighting. They are set out in the schedule to the Regulations, covering screens, keyboards, desks, chairs, the work environment and software.

Plan work so there are breaks or changes of activity (Regulation 4)

As the need for breaks depends on the type and intensity of the work, the Regulations require breaks and changes of activity but do not stipulate frequency or duration. The guidance on the regulation expresses general principles, such as frequent breaks are superior to longer but less frequent ones and should be taken before the occurrence of fatigue. Best practice would be for individuals to have some autonomy over the timing of breaks.

On request arrange eye tests, and provide spectacles if special ones are needed

Employees covered by the Regulations can request their employer to provide and pay for an eye and eyesight test, conducted by an optometrist or doctor. This includes additional tests periodically, the optometrist performing the initial test can advise on frequency. Employers only have to pay for spectacles if they are required for the distance at which the screen is viewed i.e. they are prerequisite for the user to operate the VDU.

Provide health & safety training and information

Employers have to provide training; to make sure employees can operate their DSE and workstation safely, and know how to use it effectively so as to avoid health problems.

Information should also be provided about VDU health and safety. This should include general background information - such as distributing the HSE publication "Working with VDUs" to relevant staff. It should also cover more specific details of the action taken by the employer to comply with the Regulations, such as measures to reduce risks and the arrangement of breaks.

Remember that these Regulations are minimum requirements and should not be allowed to supplant any existing VDU Agreements, unless improvement is required.

Main risks from DSE work

The HSE Guidance to the regulations describe three main risks associated with DSE work:

Repetitive Strain Injury (RSI), also called Work-related upper limb disorders (WRULDs) which cause pain in hands, wrists, shoulders, the neck and the back (see forthcoming bulletin for further details)

Eye and eyesight effects including headaches, sore eyes and blurred vision; and
Stress and physical fatigue

Radiation - VDUs generate radiation, and the latest HSE advice is that the amounts are insufficient to pose a significant risk to health.

Whilst the current scientific evidence does not demonstrate any link between miscarriages and birth defects for pregnant women using VDUs the HSE guidance recognises that expectant mothers can still suffer stress and anxiety when using such equipment.

Women who are pregnant or who are planning children and are concerned about using VDUs should be given the opportunity to discuss their concerns with someone adequately informed of current authoritative scientific information and advice.

Representatives should ensure that, in particular, if pregnant staff are worried about radiation emitted from VDUs they should be reassured by the employer that their equipment conforms to the approved safety standards (making sure that it is). Such staff should ask their supervisor for, if possible alternative non-VDU duties. Co-operation and understanding from all parties can prevent unnecessary stress on such staff.