When people talk about ergonomics in document management, they usually think of the computer workstation. However, many document management tasks are still physical: filing and retrieving boxes, carrying files, preparing documents for scanning and operating scanners for hours. These tasks involve physical effort, awkward postures and repetitive movements that can cause musculoskeletal disorders if they are not well organised. For this reason, ergonomics in physical archives deserves the same attention as screen work.
In this article, we look at ergonomics in physical archives and in document scanning: the most common risks, what the law says, how to organise spaces and workstations, and how the move to digital can reduce physical effort. We also present a practical example, a checklist and answers to frequently asked questions.
Ergonomics in physical archives: The main risks
Physical archives concentrate several risk factors. First, there is the manual handling of boxes and binders, which are often heavy and placed on high or low shelves. Second, there are awkward postures, such as bending the back to reach the bottom shelf or stretching the arms above shoulder height. In addition, using stepladders to reach the top shelves increases the risk of falls, especially when the worker is carrying boxes.
These risks are sometimes compounded by poor environmental conditions: archives in poorly lit basements, with dust, damp or uncomfortable temperatures. For this reason, ergonomics in physical archives must consider not only physical effort but also the space and environment in which the work takes place.
What the law says
In Portugal, Decree-Law no. 330/93 sets out the minimum health and safety requirements for the manual handling of loads. The employer must avoid, whenever possible, manual handling that involves risks, particularly to the back, and, where this is not possible, assess those risks and take measures to reduce them. In addition, workers must receive information and training on how to handle loads correctly.
Law no. 102/2009, in turn, requires all risks to be assessed, including ergonomic risks, and Decree-Law no. 349/93 regulates work with display screen equipment, which applies to scanning and validation workstations. Ergonomics in archiving and scanning therefore has a clear legal framework.
How to organise the physical archive
| Measure | Benefit |
|---|---|
| Store the most used documents between knee and shoulder height | Reduces awkward postures |
| Limit the weight of each box | Reduces handling effort |
| Use trolleys and transport platforms | Avoids carrying boxes in your arms |
| Stepladders with a platform and handrail | Reduces the risk of falls |
| Clear aisles and good lighting | Makes it easier to move around and read labels |
In addition to these measures, it is worth reviewing what is archived periodically. Many archives hold documents that have already passed their retention period and can be destroyed securely, which reduces the volume and the effort needed to manage the space.
Ergonomics at scanning workstations
Scanning documents involves repetitive tasks: removing staples, preparing sheets, feeding the scanner and checking images on screen. The workstation should therefore allow workers to change posture and reduce unnecessary movements. For example, the desk should be at a suitable height, preferably adjustable, with enough space to separate documents waiting to be scanned from those already scanned. The scanner should be within arm’s reach, without having to twist the torso, and the monitor should be at eye level.
Similarly, the choice of equipment affects ergonomics. Scanners with an automatic document feeder and duplex scanning significantly reduce the number of movements. Organising work in blocks, with breaks or task rotation, also helps to prevent fatigue.
Scanning as an ergonomic measure
The move to digital document management is, in itself, an ergonomic measure. When the company starts receiving and managing new documents in digital format, there is no longer any need to print, file and carry them. As a result, documents are consulted on the computer, without trips to the archive. Reducing the physical archive should therefore be part of the risk prevention strategy and not just the efficiency strategy.
Site documents and mobile working
On construction sites and in industrial facilities, document management has its own ergonomic risks. Supervisors and technicians carry folders between the site and the site cabin, consult documents standing up, in the sun or rain, and fill in records on makeshift surfaces. Moreover, site cabins are often cramped spaces, with poor lighting and unsuitable furniture.
In these conditions, digitising site records has a direct effect on comfort. For example, a tablet with a rugged case and simple forms replaces several folders, reduces the weight carried and allows procedures and drawings to be consulted without moving around. Even so, it is worth ensuring that screens are bright enough for outdoor use, that forms are easy to fill in while wearing gloves and that suitable work surfaces are available for longer recording tasks.
Involving workers
People who work in the archive or at the scanner every day know the critical points better than anyone. For this reason, the risk assessment should include conversations with these workers and, where possible, observation of the actual tasks. Likewise, it is worth consulting them before buying furniture, trolleys or scanning equipment. In this way, the solutions chosen are practical and well accepted, and workers feel that their experience is valued.
Indicators to monitor
To assess the measures, the company can monitor musculoskeletal complaints, related sick leave, the volume of physical archive still in use, the number of trips to the archive and the percentage of documents received in digital format. In general, as the physical archive shrinks, complaints and lost time also fall.
Practical example: Reorganising a contractor file archive
Consider a department with an archive of contractor files in a basement, with boxes weighing more than 15 kilos on shelves up to 2.5 metres high. Two employees complain of lower back pain. The company carries out a risk assessment and decides to reduce the weight of the boxes, place the most frequently consulted files at mid height and buy a trolley and a stepladder with a platform. It then starts digitising active files and begins receiving new documents in digital format only. As a result, trips to the archive fall significantly and the complaints disappear.
Checklist for ergonomics in physical archives and scanning
- Risk assessment that includes manual handling of loads.
- Boxes with limited weight and legible labels.
- Most used documents between knee and shoulder height.
- Safe trolleys and stepladders available.
- Scanning workstations with adjustable desks and monitors.
- Scanners with an automatic document feeder.
- Breaks or task rotation for repetitive activities.
- Plan to reduce the physical archive.
Common mistakes to avoid
A frequent mistake is filling boxes to the brim, which makes them too heavy. Another is using chairs or boxes as steps to reach the top shelves. Finally, many scanning projects focus on speed and forget the comfort of those who spend the day at the scanner.
Frequently asked questions
What is the recommended maximum weight for an archive box?
The law does not set a single value, because the risk depends on frequency, posture and the worker’s characteristics. In general, lighter boxes that can be handled close to the body greatly reduce the risk.
Does scanning eliminate all ergonomic risks?
No. It reduces physical effort but increases computer work, so workstation ergonomics remains important.
Who should carry out the ergonomic assessment of the archive?
The company’s occupational health and safety service, with the involvement of workers and, where there are complaints, the occupational health doctor.
Do external archives also require ergonomic care?
Yes. When the company uses an external archiving service, the provider is responsible for its own workers. Even so, it is worth confirming that box handling and transport conditions are adequate and that retrieval requests are made in digital format whenever possible, to reduce unnecessary handling.
Conclusion
Ergonomics in physical archives and scanning is often overlooked, but the risks are real. Manual handling, awkward postures and repetitive tasks require careful assessment and concrete measures.
Organising the archive, adapting scanning workstations and gradually reducing paper are steps that protect workers’ health and make document management more efficient.
Read also: How document management platforms improve wellbeing at work and Document automation in occupational health and safety.
For further guidance on ergonomics and preventing injuries at the workplace, visit the European Agency for Safety and Health at Work (EU-OSHA).