Document management is a crucial activity for many companies, enabling information to be organised, stored and retrieved efficiently. With the growing digitalisation of processes, managing documents through digital platforms has become increasingly common. However, ergonomics, the science of adapting working conditions to workers’ psychophysiological characteristics, must be taken into account to ensure employees’ well-being and productivity. In this article, we therefore present the key aspects of ergonomics in document management carried out on digital platforms.
Posture and workstations
Posture is one of the most critical factors in workplace ergonomics. For this reason, an ergonomic, well-configured workstation can prevent discomfort and injury:
Chair and desk height: the chair should allow the feet to rest flat on the floor, with the knees bent at a 90-degree angle. The desk should be at elbow height when the user is seated.
Lumbar support: the chair should provide good lumbar support to maintain the natural curve of the spine.
Monitor position: the top of the monitor should be at or slightly below eye level, and roughly 50 to 70 cm from the eyes, to avoid eye strain and postural problems.
Input devices
Frequent use of keyboards and mice can cause repetitive strain injuries (RSI). The right choice and correct use of these devices are therefore essential:
Keyboard: it should be at a height that keeps the forearms parallel to the floor or slightly tilted downwards. Ergonomic keyboards are recommended, as they allow a more natural wrist position.
Mouse: it should be within the hand’s natural reach, without having to stretch the arm. Alternating between mouse and keyboard also helps reduce repetitive strain.
Lighting and working environment
Adequate lighting is crucial to avoid eye strain and improve concentration:
Lighting: light should be soft and evenly distributed. Avoid glare on the monitor and adjust screen brightness as needed.
Environment: the workspace should be quiet and free from distractions to help concentration.
Breaks and exercises
Taking regular breaks and doing simple exercises can prevent fatigue and improve general health:
Breaks: a 5 to 10 minute break is recommended for every hour of continuous work. Standing up, stretching and walking a little helps improve circulation and reduce muscle tension.
Exercises: stretches for the hands, wrists, arms, neck and back are essential. For example, simple movements such as rolling the shoulders or tilting the head from side to side can relieve tension.
Ergonomics in digital document management
Finally, the management of documents itself should be efficient and intuitive:
Organisation: use a clear, logical structure of folders and subfolders to make documents easier to find and retrieve.
Search systems: implement efficient search systems that find documents quickly without extensive browsing.
Ergonomic software:
the software used should be intuitive and easy to navigate, with keyboard shortcuts and customisation options that reduce excessive clicking and mouse movement.
Good ergonomic practice in document management
Implementing good ergonomic practice in digital document management not only improves workers’ health and well-being but also increases productivity and efficiency. Suitable workstations, ergonomic devices and regular breaks are essential measures for a healthy, efficient working environment. Adopting an ergonomic approach is therefore fundamental to the sustainable success of any company.
Benefits of ergonomics in document management
Ergonomics in document management through digital platforms is essential to optimise efficiency, reduce errors and promote employee well-being. Moving from manual, paper-based processes to digital solutions offers a series of tangible benefits, including better document organisation, greater accessibility and a significant reduction in time spent on repetitive tasks.
Well-designed digital platforms allow users to access and manage documents intuitively and efficiently, minimising the physical and cognitive effort these tasks require. Simple interfaces and automated features, such as document indexing and advanced search, reduce manual workload and the risks associated with human error. In addition, these platforms often include collaboration features that ease communication and coordination between teams, contributing to a more integrated and productive working environment.
Applying ergonomic principles to document management also has a direct impact on employees’ health and well-being. Reducing the need to handle paper documents and minimising time spent on repetitive tasks can help prevent health problems, such as repetitive strain injuries and eye strain. Consequently, by providing a healthier and more comfortable working environment, organisations can improve employee satisfaction and productivity.
What the law says
In Portugal, Decree-Law no. 349/93 and Ordinance no. 989/93 set out the minimum safety and health requirements for work with display screen equipment. These laws require the employer to analyse workstations, ensure that equipment meets minimum requirements and organise work so that it includes breaks or changes of task. In addition, workers are entitled to appropriate eye and eyesight tests.
In turn, Law no. 102/2009 requires all risks to be assessed, including ergonomic risks. As a result, ergonomics is no longer just a matter of comfort and becomes a legal obligation.
Cognitive ergonomics on digital platforms
Ergonomics is not limited to the chair and the monitor. In digital document management, mental workload also counts. Confusing interfaces, many clicks for simple tasks and unclear error messages increase tiredness and mistakes.
For this reason, a well-designed platform should present information clearly, reduce repetitive steps and support keyboard shortcuts. Likewise, the reasons for rejecting documents should be explicit, to avoid rework. In practice, these design choices reduce fatigue and make work flow more smoothly.
Practical example: A document validation workstation
Consider a technician who spends six hours a day validating contractor documents. After a few months, she complains of neck pain and eye strain.
The company assesses the workstation and concludes that the laptop is too low and that the technician constantly switches between two documents. In response, it installs a second monitor at eye level, an external keyboard and mouse and a laptop stand. Finally, it organises the work in blocks with short breaks. As a result, discomfort decreases and the quality of validation improves.
Workstation ergonomics checklist
- Height-adjustable chair with lumbar support.
- Feet resting on the floor or on a footrest.
- Monitor at arm’s length, with the top at eye level.
- Keyboard and mouse close by, with wrists in a neutral position.
- Lighting without glare on the screen.
- Breaks or changes of task throughout the day.
- Workstation assessment whenever something changes.
Common mistakes to avoid
A frequent mistake is working for many hours directly on a laptop, without an external monitor, keyboard and mouse. Another mistake is placing the monitor in front of a window, which causes glare. Moreover, many people forget to take breaks when they are concentrating. It is therefore worth using simple reminders, such as computer alerts, to prompt a change of position and a rest for the eyes.
Frequently asked questions
Does the employer have to pay for eye tests?
Yes. Workers who use display screen equipment are entitled to appropriate eye and eyesight tests as part of health surveillance.
Do the rules apply to remote working?
Yes. The employer remains responsible for the worker’s health and safety, including the ergonomic conditions of the workstation at home.
How long should breaks last?
The law does not set a single duration. In general, short and frequent breaks, or changes of task, are recommended rather than long and infrequent ones. The specific arrangements should follow from the risk assessment of each workstation.
Conclusion
Investing in document management platforms that prioritise ergonomics is a smart strategic decision. These solutions not only improve operational efficiency and the accuracy of document processes but also promote a healthier and more sustainable working environment. As technology continues to evolve, integrating ergonomic principles into digital platforms will become increasingly crucial to organisations’ success and competitiveness. Companies that adopt these practices will be better prepared to face future challenges and to give their employees the best possible working conditions.
Read also: How document management platforms improve well-being at work and How document management platforms support remote working.
For further guidance on health at work, see the European Agency for Safety and Health at Work (EU-OSHA).