Screen work: how to prevent risks?

Prolonged work at a computer screen presents risks: visual fatigue, stress, RSI. Find out more about employers' regulatory obligations.

Clara Godin
Environmental & occupational health & safety lawyer
Update : 
12.09.2025
Publication: 
12.01.2023
Contents
Example H2
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Increasingly common among all categories of personnel, screen-based work presents specific risks that must be taken into account by the employer. In particular, it is recognized that it can generate visual fatigue, as well as musculoskeletal disorders (MSDs) and stress. We take a look at the applicable regulations in this article!

NB: Labour Code regulations apply to workers who use screens for a significant proportion of their working time. It therefore excludes certain activities such as driving a vehicle, on-board computer systems and equipment with a small screen necessary for its use.

Assessing the risks associated with working on a screen

As with all occupational hazards, employers are required to assess the risks associated with screen-based work. In other words, he or she must first identify all workstations that require a significant amount of screen-based work, and then analyze the working conditions for each workstation concerned(article R4542-3 C.trav.).

This risk assessment must enable the employer to identify precisely the various risk factors to which workers may be exposed. To this end, the employer should not hesitate to consult directly with the workers concerned, in order to gather their impressions.

Note: risk factors can be biomechanical (repetitive movements, prolonged static posture), organizational (work rhythm, working hours, lack of breaks) or psychosocial (stress, mental workload).

All identified risks must be recorded in a single occupational risk assessment document (DUER). On the basis of this first essential risk assessment stage, the employer must then take all appropriate measures to remedy the risks identified.

Obligations to adapt workstations

The French Labor Code specifies that a "workstation" is defined as a set of work equipment comprising, in particular :

  • a display screen ;
  • a keyboard or data entry device ;
  • peripherals ;
  • a seat and a table or work surface ;
  • the immediate work environment.

When it comes to choosing hardware, the employer must comply with certain rules. The choice of software must be based on the task to be performed by the worker. In particular, it must be easy to use, adapted to the user's level of knowledge and experience, and comply with ergonomic principles(article R4542-5 C. trav.).

The display screen must comply with the following characteristics, aimed in particular at preventing visual fatigue(article R4542-6 C. trav.):

  • well-defined characters, clearly formed and of sufficient size ;
  • image stability ;
  • luminance and contrast between characters and screen background easily adaptable to user and ambient conditions;
  • screen can be easily adjusted and tilted to suit the user's needs ;
  • a screen free from reflections and reverberations that could disturb the user.

Note: whenever possible, it's best to orient the screen perpendicular to the windows to avoid glare and reflections. Workers must not receive sunlight directly in their eyes or on their screens. In addition, make sure to maintain a distance of at least 1.5 meters between the screen and the window.

With regard to the screen keyboard, the French Labor Code sets out the following provisions(Article R4542-7):

  • it must be reclinable and separate from the screen to enable the worker to adopt a comfortable position that does not cause forearm or hand fatigue;
  • the space in front of the keyboard must be sufficient to allow the worker to rest his hands and forearms;
  • the keyboard must have a matt surface to avoid reflections;
  • the layout of the keyboard and the characteristics of the keys must facilitate its use;
  • key symbols must be sufficiently contrasting and legible from the normal working position.

With regard to the workspace, the tabletop or work surface must have a low-reflection surface and be large enough to allow the worker to change the position of equipment (screen, keyboard, documents, materials and accessories). It must also be sufficiently large to allow workers to position themselves comfortably. The document holder must be stable and adjustable. Lastly, the seat must be adjustable in height and inclination, if necessary , and a footrest must be provided for workers who so wish(articles R4542-8 and R4542-9 C. trav.).

Please note: there is no such thing as an "ideal" posture for a worker's workstation. However, the optimal layout should be the one that generates the least discomfort, i.e. :

  • feet rest flat on the floor or on a footrest;
  • the angle of the elbow is straight or slightly obtuse;
  • the forearms are close to the body;
  • the hand is an extension of the forearm;
  • the back is straight and supported by the backrest.

Posture of least discomfort for screen work

Source : INRS

Obligations regarding the working environment

With regard to the physical working environment, the employer must take four key factors into account: heat, sound, lighting and radiation.

Thermal environment

With regard to the thermal environment, the French Labor Code stipulates that work equipment must not generate excess heat likely to cause discomfort to workers(article R4542-12). The employer must also ensure that a satisfactory humidity level (between 40% and 60%) is established and maintained in the premises(article R4542-14 C. trav.).

Note: green plants can help maintain the right level of humidity in the office.

Soundscape

Noise is a source of stress and fatigue, especially for workers whose tasks require concentration. To reduce these effects, the French Labor Code requires that noise be taken into account when designing workstations, so as not to disturb workers' attention and hearing.

Lighting

Specific lighting is required for screen work. Natural lighting (daylight) and artificial lighting (ceiling and desk lamps) must be adapted to avoid glare and reflections.

Note: INRS recommends that the glazing surface area of a screen-working room should not exceed a quarter of the floor area, and that the room should have windows on one side only.

Radiation

The French Labor Code requires that radiation, with the exception of the visible part of the electromagnetic spectrum, be reduced to negligible levels for the protection of workers' health and safety (article R4542-13 C. trav.).

Obligations regarding the organization of working hours

The activities of screen workers must be organized in such a way that the daily working time is regularly interrupted by breaks or changes of activity. In other words, the worker must be able to alternate between non-screen tasks and screen work. However, if this is not possible due to the nature of the work to be performed, the employer must introduce a system of breaks adapted to the content and intensity of the work.

Note: INRS recommends at least a 5-minute break every hour in the case of intensive work, and a break of a quarter of an hour every two hours if the task is less intensive. During these breaks, workers should leave their workstations and move around, to break the static posture associated with screen work.

Workers' medical monitoring obligations

The French Labor Code stipulates that a worker may only be assigned to work on a screen if he or she has undergone an appropriate eye and vision examination as part of an information and prevention visit(article R4542-17 C. trav.). If the results of the examination so require, the worker must also be able to benefit from an additional ophthalmological examination prescribed by the occupational physician.

In addition, the employer must have the occupational physician examine any worker complaining of problems that may be due to working on a visual display screen. As with the preventive visual examination, an ophthalmological examination must be carried out if the results so require(article R4542-18 C. trav.).

Lastly, workers must be provided with special corrective devices appropriate to the work in question when the results of medical surveillance make correction necessary and normal corrective devices cannot be used. Under no circumstances must the cost of these devices be borne by the workers concerned(article R4542-19 C. trav.).

Worker information and training obligations

The French Labor Code requires employers to inform and train workers on how to use the screen and the work equipment into which it is integrated. All workers must receive this training before their first assignment to a workstation using a screen, and whenever the organization of the workstation is substantially modified.

Please note: there is no statutory requirement for refresher training. However, a reminder of the main rules every two or three years may be necessary.