Understanding Display Screen Equipment Regulations for Safety

What are the Display Screen Equipment Regulations?

Display Screen Equipment Regulations (DSE) 1992 are a set of laws in the UK that aim to protect employees who regularly use computers or other screen-based devices, such as computers, laptops, and tablets, as part of their job. These regulations require employers to implement appropriate controls and promote proactive health surveillance to reduce health risks, including Musculoskeletal Disorders (MSDs), repetitive strain injuries, and eye fatigue.

Key Risk Factors in DSE Use

The widespread adoption of computers in the workplace led to a significant increase in certain health complaints. Understanding these is the first step in upholding desk ergonomics safety per the Display Screen Equipment Regulations 1992.

• MSDs: Poor workstation design and repetitive movements lead to awkward postures without adequate ergonomic support. MSDs cost companies billions because they negatively affect the workers’ physical abilities, mental health, and productivity.

• Eye strain and vision problems: Staring at screens too long can lead to computer vision syndrome, causing tired eyes, headaches, and blurry vision. While these are temporary, people with existing eye problems report more discomfort and underperformance.

• Fatigue and mental stress: Extended screen use, combined with high workloads with insufficient breaks, results in chronic mental stress and psychological strain that leads to burnout.

• Workplace accidents due to stress and anxiety: Evidence shows that individuals who spend more than four hours a day on screens report higher levels of stress and anxiety than those who don’t. High stress and anxiety levels at work are critical safety risks, impairing judgment, reducing concentration, and slowing reaction times.

• Legal and financial risks: The effects of DSE-related health issues often lead to legal claims and compensation demands, which can be costly for employers. It also increases the costs related to absenteeism and reduced productivity.

Importance of the Display Screen Equipment Regulations

The European Union introduced Directive 90/270/EEC in 1990, responding to reports of repetitive strain injuries, eye strain, and back pain among office workers. After two years, the UK implemented it through the Health and Safety Display Screen Equipment Regulations 1992.

This set of regulations aims to reduce the risks of MSDs, eye problems, and mental fatigue, leading to a healthier and more satisfied workforce. It lessens absenteeism due to sick leave and medical care, increasing the company’s overall productivity.

Implementing appropriate controls demonstrates a commitment to Occupational Health and Safety (OHS), helping the organization retain and attract talent. Most importantly, this is a law enforced by the UK’s Health and Safety Executive (HSE). Full compliance prevents penalties, fines, and potential legal actions against the company.

Employer Responsibilities

Although many consider office work relatively safe, the real risks present in these environments should never be underestimated. Employers should fulfill the following DSE obligations to protect workers’ right to work in healthy and comfortable conditions that ensure long-term well-being:

Perform comprehensive DSE risk assessments.

Back pain, repetitive strain injuries, and visual discomfort often stem from overlooked ergonomic issues. Assessing each employee's workstation setup can identify risks related to posture, equipment layout, and screen use.

Standardized DSE checklists and software tools help evaluate workstation ergonomics. Ensure these are updated regularly, especially after equipment changes, role transitions, or shifts to remote work.

Provide ergonomically appropriate workstations.

Proper seating, adjustable monitors, and correctly placed input devices reduce strain on the body. Employers must ensure that workstation furniture and equipment meet ergonomic standards. Here are some of the must-have elements:

• Supportive, adjustable chair with lumbar support and armrests

• Adjustable desk with a footrest that allows for a 90-degree angle at the elbows

• Monitor at eye level and an arm’s length away

• The keyboard and mouse should be placed close to the body

• Natural lighting is ideal. If not possible, ensure it’s adjustable.

Conduct eye exams and visual health support.

Prolonged screen use can cause digital eye strain and exacerbate vision issues. Employers should fund eye tests regularly, not just during OHS celebrations like the Workplace Eye Wellness Month. Early detection ensures that employees receive appropriate correction or support.

Companies can lower the costs of these tests by partnering with local optometrists who provide vouchers for vision testing and discounts for corporate packages.

Promote task variation and microbreaks.

Static postures and repetitive tasks increase the risk of fatigue and physical discomfort. Employers should encourage regular breaks and changes to the main job, reducing continuous screen exposure, allowing the body to reset, and reducing mental strain.

The HSE doesn’t provide legal guidance on the duration and frequency of breaks. However, they recommend a five- to ten-minute rest every hour. If this is impossible for certain tasks, employers should properly plan work that includes suitable breaks.

Deliver targeted DSE safety training.

Training is a crucial component of the Health and Safety Display Screen Equipment Regulations, empowering workers to adjust their setups, spot early signs of strain, and follow best practices.

Employers should provide onboarding ergonomic courses, interactive training sessions, and digital modules that cover the following:

• Ergonomic principles

• Safe work with DSEs

• Posture tips

Compliance Challenges and How to Overcome Them

An optometry company recently reported that full compliance with the Health and Safety (Display Screen Equipment) regulations is only at 10%. The following may be systemic barriers for these poor numbers, and some tips to address them:

• Lack of understanding of DSE requirements: Many managers and employees are still not well-versed in the specifics of the DSE regulations. Get to know more about the regulation in the downloadable PDF leaflet from the HSE, then designate a compliance officer who can oversee education efforts.

• Inadequate or irregular workstation assessments: DSE risk assessments are often treated as a one-off task, leading to outdated evaluations. Digital tools with reminders and tracking ensure these are completed regularly.

• Failure to support remote or hybrid workers: Many companies struggle to provide compliant setups outside the office. Extend the policies to include home and hybrid workers by providing remote workstation assessments via video calls or online self-assessments.

• Resource constraints:  Small to medium-sized enterprises struggle to provide ergonomic furniture or reimburse eye tests. Aside from prioritizing low-cost and high-impact changes first (e.g., implementing breaks, reducing glare), partnering with healthcare providers to get discounted corporate packages can ensure compliance.

• Lack of employee engagement: Some employees may perceive regulations as a waste of time if they’re uninformed about specific workplace safety facts. Allow them to become co-owners of their health and safety by involving them in the workstation setup, providing comprehensive training, and encouraging regular safety self-checks.