Printers and photocopiers are essential office equipment, yet they can pose unexpected health and safety risks if not used and maintained correctly. Toner chemicals, excessive heat, fire hazards, and repetitive strain injuries (RSI) are just some of the dangers employees face.
This guide outlines the UK Health and Safety Executive (HSE) regulations, common hazards, and best practices for safe operation, inspection, and maintenance of office printers and photocopiers.
UK HSE Regulations for Printer & Photocopier Safety
Employers are legally required to ensure that office equipment, including printers and photocopiers, is safe for use. The relevant UK laws include:
1. The Health and Safety at Work Act 1974
- Employers must assess and reduce risks related to printers and copiers in the workplace.
- Employees must be informed of any hazards and trained in safe equipment use.
2. The Control of Substances Hazardous to Health (COSHH) Regulations 2002
- Employers must manage exposure to hazardous substances, such as toner powder, ozone, and volatile organic compounds (VOCs) from printing devices.
3. The Provision and Use of Work Equipment Regulations (PUWER) 1998
- Printers and copiers must be maintained regularly and inspected for defects.
- Employees should be trained to use equipment safely and correctly.
4. The Electricity at Work Regulations 1989
- Printers and copiers must be electrically safe, properly wired, and PAT tested regularly.
5. The Display Screen Equipment (DSE) Regulations 1992
- Employees who frequently use office printers must have ergonomic workstations to prevent repetitive strain injuries (RSI).
Failure to comply with these regulations can result in workplace injuries, legal claims, and fines.
Common Hazards of Printers & Photocopiers
🚨 Toner Inhalation & Skin Contact: Toner powders contain fine particles that can cause lung irritation and skin allergies.
🚨 Ozone Emissions: High-volume laser printers generate ozone, which can cause breathing problems and headachesin poorly ventilated offices.
🚨 Fire Risks: Overheating printers and poorly maintained photocopiers increase the risk of electrical fires.
🚨 Repetitive Strain Injuries (RSI): Employees who repeatedly use office printers may develop wrist, hand, and back pain.
🚨 Paper Jams & Burns: Fixing paper jams in hot printer components can cause burns and electric shocks.
🚨 Slip & Trip Hazards: Poorly placed printing stations can create obstacles, leading to falls and injuries.
Printer & Photocopier Safety Inspection & Maintenance
1. Daily & Weekly Checks
Office staff should regularly check printers and copiers to ensure they are safe to use.
🔍 Check for paper jams and remove them safely.
🔍 Inspect cables and power sockets for signs of damage.
🔍 Monitor for overheating and unusual noises.
🔍 Ensure toner cartridges are handled properly to avoid spills.
🔍 Keep ventilation areas clear to prevent overheating.
2. Routine Servicing & Preventive Maintenance
Under PUWER 1998, printers and photocopiers must be serviced regularly by a professional technician.
🛠 Inspection Frequency:
- Low-use printers (home/desk units): Every 6-12 months.
- High-volume office printers & copiers: Every 3-6 months.
🛠 Key Maintenance Tasks:
✔ Cleaning air vents and filters to reduce dust buildup.
✔ Checking wiring and plugs for overheating risks.
✔ Testing electrical components for safety compliance.
✔ Replacing worn-out rollers to prevent paper jams.
✔ Checking toner storage and disposal for safety.
Tip: Maintain a logbook of all printer servicing for HSE compliance.
3. Annual PAT Testing (Electrical Safety Check)
Under The Electricity at Work Regulations 1989, all office printers and photocopiers must be PAT tested annually to prevent electrical fires and shocks.
🔎 What’s Checked in a PAT Test?
✅ Power cables and plugs for damage or overheating.
✅ Printer circuit boards for faulty wiring.
✅ Grounding and insulation for shock prevention.
A written safety report must be provided after the inspection.
Printer & Photocopier Safety Best Practices
✔ Use Proper Ventilation: Place printers in well-ventilated areas to prevent exposure to ozone and VOC emissions.
✔ Handle Toner Safely: Wear gloves and masks when changing toner cartridges to avoid skin and lung exposure.
✔ Prevent Overloading: Avoid placing excessive paper or using non-approved paper types that could jam the printer.
✔ Turn Off Unused Printers: Reduce fire risks and energy waste by switching off printers overnight.
✔ Train Employees: Ensure all staff know how to safely clear paper jams and handle toner spills.
✔ Keep Fire Extinguishers Nearby: In case of a printer fire, use a CO2 or dry powder extinguisher—never water.
What to Do in a Printer or Photocopier Accident?
1️⃣ For Toner Inhalation: Move to fresh air and drink water. Seek medical help if breathing problems occur.
2️⃣ For Burns or Electric Shocks: Turn off the power and seek first aid or emergency care.
3️⃣ For Fire Hazards: Evacuate the area and use a CO2 fire extinguisher. Call emergency services if necessary.
4️⃣ For RSI Symptoms: Adjust workstation setup and take frequent breaks to avoid strain.
5️⃣ For Paper Jams: Turn off the printer and allow it to cool before attempting to clear it.
Legal Penalties for Non-Compliance with Printer & Copier Safety Regulations
Failing to follow HSE safety regulations for office printers can result in:
❌ Fines & Prosecution: Businesses may face significant fines for failing to provide safe office equipment.
❌ Workplace Illness & Injury Claims: Employers may be liable for compensation claims from affected employees.
❌ HSE Inspections & Enforcement Notices: Unsafe printers may lead to legal enforcement actions.
❌ Increased Insurance Costs: Unsafe equipment raises workplace liability risks.
Example: A UK law firm was fined £30,000 after multiple employees suffered from respiratory issues due to poorly ventilated laser printers emitting ozone.
Final Thoughts: Ensuring Safe & Compliant Use of Printers & Copiers
While printers and photocopiers are often overlooked in workplace risk assessments, they can pose real dangers if not maintained properly. Employers must:
✅ Conduct regular safety checks and servicing.
✅ Arrange PAT testing for electrical compliance.
✅ Train employees on safe toner handling and jam clearing.
✅ Maintain ventilation and temperature controls.
✅ Keep detailed maintenance records to prove compliance.
By following these best practices, businesses can create a safer, healthier, and legally compliant office environment.