Intensive document management involves constant handling of physical and digital documents. Despite its importance, this work can lead to occupational health problems such as tendinitis. Tendinitis is inflammation of the tendons, which connect muscles to bones, and is often caused by repetitive movements and poor posture. Preventing tendinitis is essential to protect workers’ health and well-being, as well as to maintain productivity and efficiency in the workplace. In this article, we present effective strategies to prevent tendinitis in intensive document management work. They cover ergonomics, stretching and strengthening exercises, regular breaks, and the importance of employee education and awareness. Implementing these practices not only creates a healthier working environment but also helps document management professionals enjoy longer careers.
Understanding tendinitis
Definition and causes
Tendinitis is the inflammation of a tendon, usually resulting from overuse or repetitive strain. In document management work, for example, repetitive movements such as typing, filing and handling documents are common causes.
Symptoms
Pain, tenderness to the touch, swelling and restricted movement are common symptoms. Identifying these signs early is therefore crucial to avoid complications.
Ergonomics in the workplace
Workstation set-up
Adjusting chair height, monitor position and the layout of the keyboard and mouse can reduce strain on the tendons. For example, a chair with adjustable lumbar support and a monitor at eye level help maintain correct posture.
Ergonomic equipment
Using ergonomic keyboards and mice, as well as document holders, can minimise repetitive movements and encourage a more natural posture.
Office layout
Organising the workspace so that all necessary materials are within reach reduces the need to stretch and twist, which helps prevent injuries.
Stretching and strengthening exercises
Regular stretching
Building in breaks for specific stretches for the hands, arms, shoulders and neck can relieve tension that builds up in the tendons. However, stretches should be done gently and in a controlled way.
Strengthening programmes
Exercises that strengthen the muscles supporting the tendons help prevent tendinitis. Examples include using light weights in arm exercises and movements that strengthen the muscles of the hands and forearms.
Breaks and rest for preventing tendinitis
Introducing regular breaks
Taking frequent breaks, at least once an hour, to rest the eyes and muscles is essential. In addition, stretching or taking a short walk during these breaks can be beneficial.
Relaxation techniques
Practices such as deep breathing and mindfulness during breaks help to reduce muscular and mental fatigue.
Education and awareness
Training
Organisations should regularly offer training programmes on ergonomics and the prevention of occupational injuries, because well-informed employees are more likely to adopt preventive practices.
Creating internal policies
Establishing policies that encourage ergonomic practices and regular breaks is fundamental. Furthermore, these policies demonstrate the organisation’s commitment to employee health.
Technology and automation
Using digital tools
Implementing document management software can reduce the need to handle documents physically. Likewise, voice recognition and process automation tools can reduce repetitive workload.
Document digitisation
Digitising physical archives not only makes access and organisation easier but also reduces intensive handling of paper.
A healthy working environment
Organisational climate
Fostering a working environment that values employee health and well-being is vital. This includes creating a culture that supports breaks and ergonomic practices.
Management support
Leaders should support and actively take part in prevention initiatives, setting an example for employees.
Continuous monitoring and evaluation
Employee feedback
Carry out regular surveys to gather employee feedback on the working environment and identify areas for improvement.
Ergonomic assessment
Consult ergonomics specialists for periodic workspace assessments and implement improvements as needed.
Legal framework in Portugal
Preventing musculoskeletal disorders is not just good practice. In Portugal, Law No. 102/2009 requires employers to assess risks and adopt preventive measures. In addition, Decree-Law No. 349/93 sets minimum requirements for work with display screen equipment, such as computers. Among other things, this legislation requires workstations to be analysed and work to be organised with breaks or changes of activity.
For this reason, the risk assessment should cover repetitive movements, postures and the duration of document management tasks. Similarly, occupational health services play an important role in monitoring the health of exposed workers.
Warning signs not to ignore
Tendinitis rarely appears overnight. It usually starts with mild discomfort that gets worse over the weeks. It is therefore worth watching out for:
- pain in the wrist, elbow or shoulder that increases during work;
- tingling or numbness in the fingers;
- loss of grip strength;
- stiffness on waking or after periods of rest;
- pain that persists even outside working hours.
If these signs appear, the worker should inform their manager and see the occupational health service or their doctor. The earlier the assessment, the simpler recovery tends to be.
Practical example: Reorganising a scanning team
Imagine a team of four people dedicated to scanning and classifying old files. After a few months, two employees complain of pain in the wrist and shoulder.
The company asks its occupational health and safety service for an ergonomic assessment. As a result, it adjusts the height of the desks, places the scanners within arm’s reach and introduces document holders. It then organises task rotation between scanning, classification and quality control. In addition, it sets short breaks every hour.
After these changes, complaints decrease and productivity is maintained. After all, a team free from pain works more attentively and makes fewer mistakes.
Workstation prevention checklist
- Chair adjusted, with feet flat 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.
- Documents on a holder, at monitor height.
- Frequently used materials within easy reach.
- Short, regular breaks with changes of posture.
- Rotation of repetitive tasks throughout the day.
- Risk assessment updated whenever the workstation changes.
Common mistakes to avoid
The first mistake is buying ergonomic equipment without showing people how to adjust it. An excellent chair that is badly adjusted does not solve the problem.
Another mistake is treating pain as a normal part of the job. On the contrary, persistent pain is a warning sign. Furthermore, many companies promote strengthening exercises without guidance. In that case, the exercises can make the injury worse. Exercise programmes should therefore be designed by qualified health professionals, such as physiotherapists.
Indicators to track prevention
To find out whether the measures are working, the company can track a few simple indicators. These include, for example, the number of musculoskeletal complaints, sick leave related to these injuries and the percentage of workstations assessed. In addition, participation in training sessions and the results of employee surveys help show how things are evolving. In this way, prevention stops being an intention and starts being managed with data.
Finally, it is advisable to review these indicators with the occupational health service and with workers’ representatives. After all, the people who carry out the tasks every day know the critical points of each workstation better than anyone and can suggest simple, effective improvements.
Frequently asked questions
Do breaks count as working time?
Breaks built into the organisation of work with display screen equipment are part of the activity and should not be seen as lost time. In practice, how they are organised should be set out in the risk assessment.
Does digitisation eliminate the risk of tendinitis?
It reduces paper handling, but it increases keyboard and mouse use. Workstation ergonomics therefore remain essential.
Who should carry out the ergonomic assessment?
The company’s occupational health and safety service, supported by occupational medicine when there are complaints.
Conclusion
Preventing tendinitis in intensive document management work requires a multifaceted approach that combines ergonomic adjustments, stretching and strengthening, regular breaks and ongoing training. By creating a working environment that prioritises employee health and well-being, organisations therefore not only improve workers’ quality of life but also increase productivity and reduce the costs associated with occupational illness. In short, implementing these practices is an investment in employee health and organisational efficiency.
Read also: Ergonomics in document management work and Ergonomic aspects to consider in document management work.
For more information on musculoskeletal disorders, see the European Agency for Safety and Health at Work (EU-OSHA).