Purpose

This policy establishes safe work practices for the use of printers, shredders, power cords, and other electrical office equipment to minimize the risk of injury, fire hazards, electrical shock, and trip hazards in the workplace.

Scope

This policy applies to all employees, contractors, and visitors who operate or work near electrical office equipment within company premises.

Responsibilities

• Management: Ensure equipment and power cords are maintained, inspected, and replaced as needed.
• Employees: Follow safe work procedures outlined in this SOP, report faults or hazards immediately.
• Health & Safety Officers: Provide training, monitor compliance, and investigate incidents.

A. General Safety Guidelines

1. Always inspect equipment and power cords before use. Do not use if damaged.
2. Ensure equipment is plugged into grounded power outlets. Avoid overloading power strips.
3. Keep liquids, food, and flammable items away from electrical equipment.
4. Switch off and unplug equipment before cleaning, servicing, or moving.
5. Report any sparks, unusual noises, overheating, or burning smells immediately.

B. Printers & Photocopiers

1. Use only approved consumables (toner, ink, paper).
2. Avoid touching hot surfaces such as fuser units.
3. Follow manufacturer guidelines when clearing paper jams; never forcefully pull jammed paper.
4. Wash hands after handling toner cartridges; follow disposal procedures for used cartridges.
5. Do not bypass safety interlocks or covers.

C. Paper Shredders

1. Only shred permitted materials (paper, as specified by manufacturer).
2. Keep hands, jewellery, clothing, and long hair away from feed opening.
3. Do not attempt to clear jams while machine is plugged in. Always switch off and unplug before troubleshooting.
4. Empty shred bin regularly to prevent overheating.
5. Store shredder in a dry, stable location with proper ventilation.

D. Other Electrical Office Equipment (e.g., laminators, scanners, binding machines)

1. Read and follow manufacturer’s instructions prior to use.
2. Do not leave equipment unattended while powered on.
3. Allow machines with heating elements (laminators, binding machines) to cool before storing or cleaning.
4. Ensure power switches are turned off after use.

E. Power Cords & Trip Hazards

1. Arrange cords neatly and keep them away from walkways and doorways.
2. Use cable management tools (cable covers, ties, or floor strips) to prevent tripping hazards.
3. Do not run cords under carpets, rugs, or heavy furniture as this increases fire risk.
4. Replace frayed, cracked, or damaged cords immediately—do not tape over or repair with makeshift fixes.
5. Ensure extension cords are temporary solutions only; permanent wiring must be installed by a qualified electrician.
6. Do not daisy-chain multiple extension cords or power strips.
7. Store excess cords securely to prevent tangling and tripping.

F. Emergency Procedures

1. Electrical Fault or Fire:
   • Immediately unplug equipment if safe to do so.
   • Use a Class C (electrical) fire extinguisher if required.
   • Evacuate and call emergency services if fire spreads.
2. Injury:
   • Stop using the equipment.
   • Provide first aid or call medical assistance as appropriate.
   • Report all incidents to management.

Training & Compliance

• Employees must receive induction training on safe use of office equipment.
• Refresher training will be provided annually or as needed.
• Failure to comply with this policy may result in disciplinary action.

Review

This policy and SOP will be reviewed every 12 months or sooner if equipment, regulations, or workplace risks change.