SAFETY & HEALTH OFFICER CERTIFICATE COURSE 2005/2006
PAPER 3 - WORKPLACE ASSIGNMENT
TO IDENTIFY SAFETY AND HEALTH HAZARDS IN THE OFFICE AT INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) DIVISION’S OFFICES, TENAGA NASIONAL BERHAD (TNB) AT LEVEL 30, 36, 37 AND 38, MENARA TM, KUALA LUMPUR.
NAME OF OSH TRAINER: EN AZIZ BASIRAN
NAME OF CANDIDATE: ZAINORIN ALI
SPONSOR: TENAGA NASIONAL BERHAD
ORGANISER: THE MALAYSIAN INSURANCE INSTITUTE
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DEDICATION I thank my family for the love and care and only with their motivation and strong words that push me to excellence. To all my respected OSH Trainers on their advice and guidance, who has been such a great inspiration to me. To my dearest colleagues, who helped me when I most needed it. I thank you all. For those who were not mentioned earlier, I deeply appreciate your contributions to my workplace assignment. Without all of you, I would not have made it.
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ABSTRACT
It is important to create a comfortable working environment so that workers will not feel exhausted and stressed in places where they have to spend hours. The objective of this paper is to provide practical advice on the principal office hazards that should be controlled in order to prevent accidents and work related disease. The study was done at Information and Communication Technology (ICT) Division‟s offices, Tenaga Nasional Berhad (TNB) at level 30, 36, 37 and 38, Menara TM, Kuala Lumpur. The Hazard Identification and Risk Assessment method was adopted at workplace are hoped to improve the workplace design and environment while aiming to minimize the existing problems related to safety and health hazards.
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TITLE To identify safety and health hazards in the office at Information and Communication Technology (ICT) Division‟s offices, Tenaga Nasional Berhad (TNB) at level 30, 36, 37 and 38, Menara TM, Kuala Lumpur. Generally, to identify six safety and health hazards including three hazards on safety and another three hazards on health at workplace. The Hazard Identification and Risk Assessment method was adopted to identify on each hazards present. The most common possible safety and health hazards effect associated with working environment were as follows: i.
Ergonomic Hazard a. Visual Display Unit (VDU) related work b. Seating at Work c. Manual Handling
ii.
Chemical Hazard a. Photocopier
iii.
Electrical Hazard a. Electrocution
iv.
Physical Hazard a. Office Accidents The most critical safety hazard and health hazard is office accidents and Visual
Display Unit (VDU) related work respectively. This analysis also shows that ICT top management should give attention to the workplace environment factors especially environment and workstation factors. To conclude, this paper analysis findings are hoped to improve the workplace design and environment while aiming to minimize problem related to safety and health hazards.
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TABLE OF CONTENTS Page DEDICATION
2
ABSTRACT
3
TITLE
4
TABLE OF CONTENTS
5
CHAPTER 1
INTRODUCTION
6
CHAPTER 2
OBJECTIVES
7
CHAPTER 3
SCOPE
7
CHAPTER 4
METDOHOLOGY
8
CHAPTER 5
RESULTS AND DISCUSSION
9
CHAPTER 6
RECOMMENDATIONS
12
CHAPTER 7
CONCLUSION
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REFERENCES
23
APPENDICES
24
LIST OF FIGURES
25
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1.
INTRODUCTION It is important to create a comfortable working environment so that workers will not feel exhausted and stressed in places where they have to spend hours. The studies was done at Information and Communication Technology (ICT) Division‟s offices, Tenaga Nasional Berhad (TNB) at level 30, 36, 37 and 38, Menara TM, Kuala Lumpur. Creation of a comfortable working environment is also believed will enable workers to put their abilities to use more effectively and refresh workplace. The Hazard Identification and Risk Assessment method was adopted at workplace are hoped to improve the workplace design and environment while aiming to minimize the existing problems related to safety and health hazards. This paper is to provide practical advice on the safety and health hazards at that should be controlled in order to prevent accidents and work related disease.
2.
OBEJECTIVE The objective of this paper is to provide practical advice on the principal office hazards that should be controlled in order to prevent accidents and work related disease.
3.
SCOPE The scopes of this paper are to: i.
Identify six safety and health hazards including three hazards on safety and another three hazards on health at workplace. The Hazard Identification and Risk Assessment method was adopted to identify on each hazards present.
ii.
Carry out assessment of hazards identified. A Simple Method that provides risk analysis based on qualitative analysis.
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iii.
Give risk rating for each six hazards present. Events or situations assessed with the most critical conditions are identified for each one of safety and health hazards.
iv.
Provide the necessary control measures in order to eliminate or minimize the accidents and work related disease at work place.
4.
METHODOLOGY
4.1
To successful carry out hazards identification, a worker which so familiar with the workplace operation and be able to determine the at least six types of hazards present was assigned.
4.2
4.3
The purpose of hazard identification were as follows: i.
To determine the type of hazard present; and
ii.
To enable thorough assessment of hazards identified.
To fully understand the whole process or activity of a workplace the process flow chart and office layout plan were familiarized. (Appendix 1)
4.4
Task observation, walk through inspection, interview with workers at workplace were also has been carried out.
4.5
A hazards checklist was used to ensure that main areas are covered during the inspection. This was done through Hazard Identification and Risk Assessment Form (Appendix 2).
4.6
Hazards identified were recorded and tabulated. This information was enabling to decide on the necessary course of action to be taken.
4.7
A simple method was used to provide risk analysis based on qualitative analysis. The most common method of qualitative risk analysis is the use of the 2D Matrix Risk Table.
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4.8
Once on the likelihood and consequence of each hazardous event or situation has been decided, a rating of each hazardous event or situation is rated to determine how serious the risk is.
5.
RESULTS AND DISCUSSION
5.1
This hazards identification and risk assessment was conducted on ICT workers mainly from Helpdesk, Finance and Administration, and System Development sections who are worked in the office environment and keyboard equipment where they have to spend long hours.
5.2
ICT‟s labor force component is made up of three major races, the Malay, the Chinese and the Indian. There are about 330 workers in the ICT‟s offices at Menara TM.
5.3
However, lack of documentation on ICT‟s workplace is a major barrier for conducting hazards identification and Risk Assessment study.
5.4
The results of hazards identification and Risk Assessment shows that work related disease has long existed in the workplace. The findings had been classified into safety and health hazards at workplace.
5.5
The most common possible safety and health hazards effect associated with working environment were as follows: v.
Ergonomic Hazard a. Visual Display Unit (VDU) related work b. Seating at Work c. Manual Handling
vi.
Chemical Hazard a. Photocopier
vii.
Electrical Hazard a. Electrocution
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viii.
Physical Hazard a. Office Accident
5.6
The most critical safety hazard and health hazard is office accidents and Visual Display Unit (VDU) related work respectively.
5.7
The Risk Assessment of occurrence of musculoskeletal disorder (MSD) and visual discomforts are frequent among VDU operators. However, visual discomforts are normally transitory and there is no indicators show that working with VDUs would cause permanent impairment to the eyes. Visual factors include eyestrain and headaches, which affect visual performance may likely to be occurred. Other types of work or of the job activities may cause such discomfort. Users with existing visual deficit may find them make them noticeable. i.
These symptoms may caused by: a)
Staying in the same position and concentrating on screen of VDU for a long time.
b)
Poor position of VDUs
c)
Poor legibility of the screen or sources documents
d)
Poor lighting, including glare and reflection
e)
A drifting, flickering or jittering image on the screen.
VDUs users may also experience varying level of discomfort in the hand, wrist, forearm, neck, and lower back. An acute strain can present as muscle fatigue, aches, pain, weakness, tenderness and / or swelling which subside with rest. The more chronic conditions function, affecting activities of daily living, such disorders among keyboard workers have often be associated with high workloads combined deadlines. Factors, which may contribute to the disorder, include but not limited to: a)
Fixed or sustained postures at the workstation
b)
Repetitive movements
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c) 5.8
Increase muscle tension leading to excessive muscle fatigue
The most critical safety hazard is office accidents. Accidents don‟t just happened, they are caused. Based on the Risk Assessment of occurrence of office accidents result from slip, trips and fall, lifting object, punctures or cuts. Slippery floors, unclean spillages or gripless shoes cause slips. Trips occur over objects lying on the floor or jutting out into aisles or because of poorly surfaces. Falls can be from ladders or from standing on chairs to reach an object. i.
Many of these accidents are mainly attributed due to as follows: a.
Poor inspection program, poor implementation of safety policies and lack of safety education program.
b.
Unsafe method mostly related to incorrect work procedure.
c.
Lack personal protective equipment usage and workers‟ negligence.
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6.
RECOMMENDATION
6.1
This recommendation is intended to be interest mainly to employer, employees, and others persons on the principal office hazards that should be controlled in order to prevent office accidents and VDU related work.
6.2
Visual Display Units (VDUs) Related Work. Most of workers are using Visual Display Units (VDUs) at workplace. In the wake of this common use of VDUs and the expressed concern about adverse health effects among VDU operators. The VDU workstations should be ergonomically designed with maximum possible flexibility so that they can be adapted to each individual operator. The variety of factors contributing to VDU work risk, these require a risk reduction strategy, which embrace the solution, includes; a)
Workplace Design
b)
Equipment and system factors
c)
Work environment factors
d)
The nature and organization
e)
Maintenance of VDU equipment and furniture
f)
Staff selection and pre-employment medical examinations
g)
Provision of training and information
6.2.1 Workplace Design VDU workstations should be ergonomically designed with maximum possible flexibility so that they can be adapted to each individual operator. 6.2.1.1 Basis for selection of workstation furniture are as follows: i.
Tasks performed at the workstation e.g. Data processing, word processing, typing, counter operation and programming.
ii.
Duration and intensity of the tasks
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iii.
Equipment to be located at the workstation
iv.
Environment in which workstation is located
6.2.1.2 Work Desk or Work Surface i.
Size. The desk or work surface shall be large enough to allow a flexible arrangement of the screen, keyboard, documents and related equipment.
ii.
Safety. Work desk or work surface, particularly the underside of the work surface, should not have any sharp edges, corners, protrusion, or rough surfaces likely to cause injury to users or damage to their clothing.
iii.
Cable Management. Facilities should be incorporated within the work desk or work surface design to accommodate the cables required for power, data transmission, and telephone demands of the workstation and to stow ant excess cable.
iv.
Storage Facilities. Storage facilities for frequently used items should be provided at each workstation.
v.
Work Desk or Work Surface Height Adjustment. Where feasible height should be adjustable to the preference of each operator.
6.2.1.3 Chairs The chairs shall possess the following features: i.
Stable and allow the operator easy freedom of movement and a comfortable position
ii.
Adjustable height in the range between 350mm and 450mm
iii.
Backrest that is adjustable in both height and tilt to provide adequate back support especially at the lower back region.
iv.
Reasonable firm seat cover
v.
Arm rest if provided should not interfere with the keyboard operation
vi.
Wheels with 5-star base for stability and mobility.
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6.2.1.4 VDU’s Equipment and Furniture Adjustments The height of the seat and the position of the keyboard, the display terminal, work surface height and others should be adjusted as a whole, so as to avoid an uncomfortable posture in continuous operation. For this purpose the following should be kept in mind: i.
It should be possible for the operator to sit on the chair with his back adequately supported by its backrest, and to allow the entire soles of his shoes to touch floor.
ii.
The height of the seat should be adjusted so as to avoid too much pressure the operator‟s thigh.
iii.
It should be possible for the fingers to reach the keyboard naturally.
iv.
The upper edge of the display screen should be at a height lower than the operator‟s eye level.
6.2.1.5 Document Holders The need for a document holder and the appropriate design and use of such equipment depends on the task. Document holders are important to reduce visual and neck muscle fatigue.
6.2.2 Equipment and System Factors When preparing specification for the acquisition of computing equipment, consideration must be given to the following aspect:. 6.2.2.1 Display Screen i.
Construction. Display screen shall conform to local or internationally recognized standards.
ii.
Glare. The screen shall be free or reflective glare and reflections liable to cause discomfort to the use. If provided anti glare filters should be easily
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attached to and from the VDU and instruction for cleaning should be available. The image on the screen should stable with no perceptible flickering or others forms of instability. iii.
Adjustability. The screen swivel and tilt easily and freely to suits the needs of the operator.
iv.
Contrast. The contrast between characters and the background shall be adjustable.
6.2.2.2 Keyboards i.
The keyboard shall be tilt able and separate from the screen so as to allow the operator to find a comfortable working position avoiding fatigue in the arms or hands.
ii.
The keyboard should be stable. It should not slip, tip or rock during keying activities.
iii.
The case should have the following characteristics; a. Neutral matt finish b. Reflection free c. Resistance to dirt, dust and moisture d. No sharp edges
6.2.2.3 Mouse i.
For optimal control and avoidance of excessive static muscle use, a mouse should: a.
Accommodate natural hand posture
b.
Allow the wrist to rest on the work surface
c.
Allow fingers to rest on push-buttons without danger of accidental operation
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6.2.3 Work Environment i.
Illumination.
Room lighting shall ensure satisfactory lighting condition and an appropriate contrast between the screen and the background in environment, taking into account the type of works and the user‟s vision requirements. ii.
Reflections and Glare
Two problems require special attention when lighting is considered. Firstly sharp luminance contrasts between a screen and its surrounding must be avoided. Secondly reflections and glare must be reduce or eliminate.
6.2.3.1 Ambient Temperature and Humidity i.
VDU‟s and their associated equipment emit heat. Adequate ventilation and air conditioning system are normally required.
ii.
Air currents from VDU blowers should be directed away from the operator since excessive air movement can cause drying of the eye surface and subsequent irritation.
iii.
Consideration should be given at the purchase stage of VDUs and associated equipment wit low thermal emissions. Information is usually available from equipment supplier.
iv.
The recommended ambient air temperature is between 23 – 27 degrees Celsius and the maximum relatively humidity is 75%.
6.2.3.2 Ambient Noise Level i.
The VDU work area should be comparatively quite, with minimal distributing activities and noise.
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ii.
The affects of noise from printers, and other office equipment may be reduced by isolation, hooding or screening. The use of un-closed dot matrix printers adjacent to operators should be avoided.
iii.
Noise from cooling fan, power supplies and keyboards should be minimal and this should be an important consideration at the purchase stage.
iv.
The recommended ambient noise level for VDU work is between 4060dB(A).
6.2.4 Nature and Organization of Work 6.2.4.1 Job Demands i.
Work Rates Operators should work at a steady space, consistently as opposed to maximal pace in short, sharp burst.
ii.
Work Load Increases in workload should be carefully managed with adjustment periods. Workloads should overall be realistic in relation to the individual‟s capacity.
iii.
Work Pauses and Rest Periods Rest pauses are a physiological necessity if performance, efficiency and well-being are to be maintained. For most office jobs, including VDU work, it is recommended to divide the daily work into four periods, separated by one rest pause of 10-15 minutes in the morning and one in the afternoon shift and by lunch break of about 45 minutes at mid day. A sustained sitting posture should not be maintained for more than 20 minutes and it is recommended that keyboard operators change task after a maximum of 50 minutes for a period of at least 10 minutes.
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6.2.4.2 Job Variety and Rotation i.
The purpose of rotation through task and job variety is to allow rest of specific muscle groups and to eliminate prolonged periods in sustained postures.
ii.
It is recommended that VDU work be interspersed with other office duties. If is not possible, operators should take “productive rest breaks” away from the VDU.
iii.
Productive rest tasks allow for a change in posture and the resting of muscle. These include task such as proof reading, checking answering telephones, discussion. These should intersperse throughout the work routine.
iv.
The variety tasks can be group as follows: -
Fine hand e.g. keying, writing, small tools use
-
Gross are e.g. photocopying, filling, sorting
-
Productive rest e.g. proofreading, checking
6.2.5 Maintenance of VDU Equipment and Furniture To maintain a good working environment at all times and to ensure suitable adjustments of VDU equipment to actual operation, the following measures are recommended: i.
Daily Checking and Adjustment
ii.
Cleaning
6.2.6 Staff Selection and Pre-Employment Medical Examination Employers may provide medical examinations to new workers appointed to position significant VDU‟s operations. Such examinations should include screening for physical characteristics and visual abnormalities. The following examination are recommended:
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i.
Work history
ii.
Medical history and subjective symptoms
iii.
Ophthalmologic test i.e. -
Vision Test
-
Test of eye position
-
Test of amplitude of accommodation
-
Measurement of ocular tension
iv.
Objective musculoskeletal examinations -
Inspection and palpation
-
Test of gripping strength
6.2.7 Provision of Training and Information Training needs and information will vary according to the type of equipment, work demands and operator in respect of the topics listed below:
6.3
i.
Effects of VDU operation on health
ii.
Lighting and glare prevention
iii.
Work practices
iv.
Posture
v.
Maintenance of VDU equipment and other related equipment
vi.
Health examinations and follow-up measures
vii.
Exercises for VDU operation
Office Accidents Accidents don‟t just happen, they are caused. Either unsafe acts or unsafe conditions or both cause the accidents. As such, accidents can be prevented. The unsafe act is a violation of an accepted safe procedure that could permit the occurrence of an accident. The unsafe condition or circumstances that could directly permit the occurrence of an accident. Most
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of accident result from a combination of contributing causes and one or more unsafe acts and unsafe condition. Most office accidents result from slip, trips and falls, lifting objects, punctures or cuts. Slippery floors, unclean spillage or gripless shoes cause slips. Trips occur over objects lying on the floor or jutting out into aisles or because of poorly surfaces. Falls can be ladders or from standing on chairs to reach an object.
Simple planning and good housekeeping as follows can avoid many of these accidents: i.
Traffic ways and aisles should be well lit, and kept clear of materials, equipment, rubbish and electric leads.
ii.
Floors should be level and the use of mats discouraged. Slipped liquids and anything else dropped on the floor should be immediately picked up or cleaned.
iii.
Freestanding fittings should be completely stable or secured to the wall or floor. Filing cabinets should be placed so that they do not open into aisles and should never be left with cabinet drawers open. For stability load cabinet starting from the bottom and do not open more than one drawer at a time.
iv.
Office machines and equipment should be kept in good working order. Equipment using hand-fed processes such as electric stapler and paper guillotines should be guarded and staff trained in their proper use.
v.
Many pieces of equipment using electricity can mean trailing cables, overloaded circuit, broken plug and sockets. Ensure that qualified personnel see to these dangers.
vi.
Provision of training and information
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This above analysis also shows that ICT top management should give attention to the workplace environment factors especially environment and workstation factors. ICT top management shall take into consideration the requirements under OSHA 1994, that is as stated in the Duties of Employers (Part IV, section 15-19) that “Employer must safeguard so far as is practicable, the health, safety and welfare of the people who work for them and also Safety Information, Instruction, Training and Supervision (Section 15 (2)) „Duty of employers to provide necessary information, instruction, training, and supervision in safe practices, including information on legal requirements.‟
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7.
CONCLUSION From the Hazard Identification and Risk Assessment analysis, it shows that the most critical safety and health hazards are office accidents and VDU work related respectively. In the wake of this common use of VDUs and the expressed concern about adverse health effects among VDU operators. The VDU workstations should be ergonomically designed with maximum possible flexibility so that they can be adapted to each individual operator. Simple planning and good housekeeping can avoid many of office accidents. The ignorance these factors leads to workplace hazards, poor worker health, disabilities and will reduce workers‟ productivity and products‟ quality. This above analysis also shows that ICT top management should give attention to the workplace environment factors especially environment and workstation factors. To conclude, this paper analysis finding are hoped to improve the workplace design and environment while aiming to minimize problem related to safety and health hazards.
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8.
REFERENCES 1.
MDC Publishers Printers (2004) Occupational Safety and Health Act and Regulations. Kuala Lumpur, MDC Publishers and Printers Sdn Bhd.
2.
Departmental of Occupational Safety And Health (1996) Guidelines on Occupational Safety and Health in the Office. Kuala Lumpur, Departmental of Occupational Safety and Health.
3.
Departmental of Occupational Safety And Health (2003) Guidelines on Occupational Safety and Health for Working with Video Display Units (VDU‟s). Kuala Lumpur, Departmental of Occupational Safety and Health
4.
Departmental of Occupational Safety And Health (2004) Guidelines on Occupational Safety and Health for Seating at Work. Kuala Lumpur, Departmental of Occupational Safety and Health.
5.
Coastal Training Technologies Corporation (1997) Ergonomics: Break the RMI Habit. Virginia Beach, Coastal Training Technologies Corporation.
6.
National Safety Council (1993) High Rise Office Safety & Security. USA, National Safety Council.
7.
Coastal Video Communications Corporation (1996) General Safety Office. Sydney, Coastal Video Communications Corporation.
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9.
APPENDICES HAZARD IDENTIFICATION AND RISK ASSESSMENT
Department Section
ICT DIVISION
Name of Job/ Activities/ Facilities Title of person who does the job Name of the supervisor/ Manager
Step No
Sequence of Basic Job Step
Hazard Identification Hazard
1.
Office Work
1.1 Ergonomic Hazard - Improper body gesture while using VDU related work - Sitting too long at work - Improper Manual Handling
Probability Index 4
Very Likely
3
Likely
2
Unlikely
1
Highly Unlikely
Prepared by OSH EXECUTIVE
Signature Name
ZAINORIN ALI
HJH SITI ZALEHA SYED SA‟ARI
Date
9 January 2006
Current Risk Control
Effect
Checked by
Risk Assessment * ** *** Risk Ranking Prob Serv Score Level
Approved by
Risk Control Recommended Action
MSD, visual discomfort
Rest Break
3
2
6
Medium
Ergonomically designed & ergonomic training
Back pain, shoulder pain, neck pain Back pain, shoulder pain
Rest Break
2
2
4
Medium
Ergonomically designed & ergonomic training
Rest Break
2
1
2
Low
Try remove needs for manual handling that caused injury & ergonomic training
1.2 Physical Hazard - Office Accidents
Slip, trips, and falls
Repair request
3
2
6
Medium
Good housekeeping & awareness training
1.3 Electrical Hazard - Electrocution 1.4 Chemical Hazard - Photocopier
Electric shock cause fatality
Competent
1
2
2
Low
Practice with current risk control
Ozone gas cause headache, eye irritation
Regular maintenance
1
2
2
Low
Not placed or close to the worker workstation
* Probability Description Could happen frequently. Exposures are excessive Could happen occasionally. Exposures are not adequately control. Could happen but only rarely. Exposures are controlled and likely to remain so. Could happen but probably never will. Exposures are negligible.
on
** Severity Severity Index 4 3 2
1
Fatality Major Injury/ Illness/ Property Damage Minor Injury/ Illness/ Property Damage Negligible Injury/ Illness/ Property Damage
= Description Death/ property damage Normally irreversible. Permanent/ Partial Disability. Property damage. Normally reversible and affect work performance. Property damage. Not affecting work performance. First Aid Case.
*** Risk Rating Score Level 7 – 16
High
3–6
Medium
1-2
Low
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