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Increasingly common across all staff categories, screen work presents specific risks that employers must address. It is particularly recognized for causing visual fatigue, as well as musculoskeletal disorders (MSDs) and stress. This article reviews the applicable regulations!
NB: Labor Code regulations apply to workers who use screens habitually and for a significant portion of their working time. It therefore excludes certain activities such as vehicle driving positions, on-board computer systems in transport, and equipment with small screens essential for their operation.
Assessing Risks Associated with Screen Work
As with all occupational risks, employers must assess the risks associated with screen work within their company. In other words, they must first identify all workstations that require regular and significant screen work, then analyze the working conditions for each affected position (article R4542-3 C.trav.).
This risk assessment should enable them to precisely identify the various risk factors to which workers may be exposed. To do this, employers should not hesitate to consult the affected workers directly to gather their feedback.
Note: Risk factors can be biomechanical (repetitive movements, prolonged static posture), organizational (work pace, work duration, lack of breaks), or psychosocial (stress, mental workload).
All identified risks must be documented in the single professional risk assessment document (DUER). Based on this essential initial risk assessment step, the employer must then take all appropriate measures to address the identified risks.
Obligations regarding workstation setup
The Labor Code specifies that a "workstation" refers to a set of work equipment including, but not limited to:
- a display screen;
- a keyboard or data entry device;
- peripherals;
- a chair and a table or work surface;
- the immediate work environment.
Regarding equipment selection, the employer must ensure certain rules are followed. Thus, the software must be chosen according to the task to be performed by the worker. It must notably be easy to use, adapted to the user's knowledge and experience levels, and also comply with ergonomic principles (article R4542-5 C. trav.).
The display screen must meet the following characteristics, aiming notably to prevent visual fatigue (article R4542-6 C. trav.) :
- characters with good definition, clearly formed and of sufficient size;
- image stability;
- luminance and contrast between characters and the screen background that are easily adjustable to the user and ambient conditions;
- screen that can be easily oriented and tilted to adapt to user needs;
- screen free from reflections and glare that could bother the user.
Note: when possible, it is preferable to orient the screen perpendicularly to windows to avoid reflections and glare. Indeed, the worker should not receive direct sunlight in their eyes or on their screen. Furthermore, ensure a distance of at least 1.5 meters between the screen and the window.
Regarding the keyboard, the Labor Code sets out the following provisions (article R4542-7) :
- it must be tiltable and separate from the screen to allow the worker to have 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 their hands and forearms;
- the keyboard must have a matte surface to avoid reflections;
- the keyboard layout and key characteristics must facilitate its use;
- the key symbols must be sufficiently contrasted and legible from the normal working position.
Regarding the workspace, the table top or work surface must have a low-reflectance surface and sufficient dimensions to allow the worker to change the position of equipment (screen, keyboard, documents, equipment, and accessories). It must be sufficient to allow a comfortable position for workers. Furthermore, the document holder must be stable and adjustable. Finally, the chair must be, where appropriate, adjustable in height and tilt and a footrest must be provided to workers who request one (articles R4542-8 and R4542-9 C. trav.).
Please note: regarding the worker's position at their workstation, there is no "ideal" posture. However, the optimal arrangement should be the one that causes the least discomfort, namely:
- feet rest flat on the floor or on a footrest;
- the elbow angle is right or slightly obtuse;
- forearms are close to the body;
- the hand is in line with the forearm;
- the back is straight and supported by the backrest.
Posture for least discomfort for screen work
Source: INRS
Obligations regarding the work environment
Regarding the physical work environment, the employer must take into account four important elements : the thermal environment, the sound environment, lighting, and radiation.
The Thermal Environment
Regarding the thermal environment, the Labor Code stipulates that work equipment must not produce 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 on the premises (article R4542-14 C. trav.).
Note: green plants can help maintain an adequate humidity level in offices.
The Sound Environment
Noise is a source of stress and fatigue, especially for workers whose tasks require concentration. To reduce these effects, the Labor Code requires that noise be taken into account when designing the workstation, so as not to disturb workers' attention and hearing.
Lighting
Specific lighting is required for screen work. Therefore, natural lighting (daylight) and artificial lighting (ceiling lights, desk lamps) must be adjusted to prevent glare and reflections.
Please note: INRS recommends that the glazed surface area of a room intended for screen work should not exceed one-quarter of the floor area, and that the room should only have windows on one side.
Radiation
The 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 of the Labor Code).
Obligations regarding work time organization
Screen work activities must be organized so that daily working time is regularly interrupted by breaks or changes in activity. In other words, workers should be able to alternate between non-screen tasks and screen work. However, if this is not possible due to the nature of the work, the employer must imperatively establish a break schedule adapted to the content and intensity of the work.
Please note: INRS recommends providing at least a 5-minute break every hour for intensive tasks, and a fifteen-minute break every two hours if the task is less demanding. During these breaks, the worker should leave their workstation and move around to break up the static posture associated with screen work.
Medical monitoring obligations for workers
The Labor Code stipulates that a worker may not be assigned to screen work unless they have undergone an appropriate eye and vision examination as part of the information and prevention visits (article R4542-17 C. trav.). If the examination results require it, the worker must also be able to benefit from a complementary ophthalmological examination prescribed by the occupational physician.
Furthermore, the employer must ensure that the occupational physician examines any worker complaining of disorders that may be due to visual display screen work. As with the preventive eye examination, an ophthalmological examination must be performed if the results require it (article R4542-18 C. trav.).
Finally, workers must receive special corrective devices related to the work concerned when the results of medical monitoring necessitate correction and normal corrective devices cannot be used. The financial cost of these devices must, under no circumstances, be borne by the workers concerned (article R4542-19 C. trav.).
Obligations regarding worker information and training
The Labor Code requires employers to inform and train employees on how to use screens and the work equipment in which they are integrated. Each employee must therefore be able to benefit from this training before their first assignment to a screen-based workstation, as well as whenever the organization of the workstation is substantially modified.
Note: no refresher training for this course is mandated by law. However, a reminder of the main rules every two or three years may prove necessary.