Description

when must a dse risk assessment be reviewed

—

### **When Must a DSE Risk Assessment Be Reviewed? Important Guidelines for a Safe and Healthy Workspace**

Display Screen Equipment (DSE) risk assessments are essential for maintaining a safe and healthy workplace, especially for employees who use computers, laptops, tablets, or smartphones regularly. But when is it **essential** to review these assessments to ensure compliance and employee wellbeing? Let’s examine the key triggers and timelines to follow.

—

### **Key Triggers to Review DSE Risk Assessments**

1. **Regulatory Changes**
DSE regulations, like the UK’s *Health and Safety (Display Screen Equipment) Regulations 1992*, can be updated. If your current risk assessment refers to a regulation that has changed or been replaced, it needs to be reviewed to stay compliant. This ensures that your workplace practices align with current legal requirements.

2. **Changes to Workstations or Workspaces**
Any physical changes to workspaces, new DSE equipment, or modifications to work processes (such as adopting hybrid work arrangements, new software, or ergonomic upgrades) necessitate an update. For example, installing a standing desk or switching to new monitors could impact ergonomic risks and require reassessment.

3. **Employee Feedback or Health Issues**
Persistent complaints from employees about discomfort, eye strain, or repetitive strain injuries (RSIs) should prompt a review. If an employee reports pain or fatigue linked to their workspace, addressing their specific needs might require adjusting the risk assessment.

4. **New Employees or Role Changes**
Hiring new staff who use DSE, or changing roles for existing employees (like transitioning to remote work) means their workstation setup and associated risks could be different. New assessments must be conducted to account for these changes.

—

### **Recommended Frequency for Reviews**

While the timing of reviews depends on various factors, these guidelines offer a baseline:
– **At Least Annually**: Most experts, including the Health and Safety Executive (HSE), recommend annual reviews to stay proactive. Regular checks help catch gradual changes like screen glare due to seasonal light, evolving work habits (e.g., increased telehealth use), or updates to health and safety standards.
– **Every 2 Years Minimum**: Some organizations adopt a biennial cycle when there are no major changes. However, this should only apply if there’s no evidence of increasing risks.
– **After Significant Incidents**: An accident, reported injury, or organizational changes (e.g., a new office layout) justify an immediate review.

—

### **Why Regular Reviews Matter**

Ignoring updated assessments can lead to:
– **Legal Risks**: Non-compliance with DSE regulations could result in fines or legal action.
– **Health Consequences**: Prolonged poor ergonomics can cause musculoskeletal disorders, eye strain, and other health issues, reducing productivity and morale.
– **Outdated Work Practices**: Technology and workstyles evolve—manuals, software, and remote work trends mean assessments must keep pace.

—

### **Steps to Effectively Review DSE Risk Assessments**

1. **Schedule Regular Checkpoints**: Use a calendar reminder to ensure annual reviews aren’t overlooked.
2. **Involve Employees**: Regular discussions with staff can highlight emerging issues. Use workstation checklists (completed by employees) to identify problems they experience daily.
3. **Adapt to Changes**: Keep track of regulatory updates through official channels like the HSE website.
4. **Document Everything**: Keep records of when assessments were conducted and changes implemented, as audits may require this.

—

### **What Happens if You Ignore Updates?**

Failing to review DSE assessments puts employers in a vulnerable position. For instance, if an employee develops chronic back pain from an unadjusted chair height, not having a recent assessment could mean liability shifts to the employer.

—

### **Final Tips for Employers**
– **Prioritize Proactivity**: Annual reviews and real-time updates (post-changes) help mitigate risks.
– **Training Matters**: Ensure employees understand workstation ergonomics and feel empowered to report concerns.
– **Stay Flexible**: Use digital tools (like health and safety management software) to streamline updates rather than relying on paper forms.

—

### **In a Nutshell**

DSE risk assessments should be reviewed **at least annually** and **whenever there’s a change** to equipment, roles, or legislation. By staying vigilant and adaptive, employers can foster a safer, healthier workspace that complies with legal standards and keeps teams productive.

Stay compliant, stay safe!

*Sources*: HSE Guidelines, DSE Regulation 1992, industry best practices from health and safety bodies, and expert employer recommendations.