Health, Safety and Wellbeing When Working with Digital Technology: A Complete Guide

Understanding the DSE Regulations, managing screen-based work risks, and protecting employees in the digital workplace

Digital technology has transformed the modern workplace. An estimated 90% of the workforce now uses display screen equipment (DSE) as part of their daily work, whether desktop computers, laptops, tablets, or smartphones. While these devices have made work more efficient and flexible, they also bring health and safety risks that employers must manage. In 2022/23, almost half a million UK workers suffered from musculoskeletal disorders, with 6.6 million working days lost. Studies show a clear correlation between these conditions and poor ergonomics, inadequate equipment, insufficient rest breaks, and sustained awkward postures.

The shift to hybrid and remote working has added new complexity. Employers remain responsible for the health and safety of employees working from home, yet a study by Specsavers revealed that less than 50% of employers fully understand DSE regulations and only 30% are in full compliance. This creates significant risk, both for employee health and for organisations facing potential enforcement action, compensation claims, and reputational damage.

This guide explains the legal requirements for managing health, safety, and wellbeing when working with digital technology, the risks involved, and practical steps organisations can take. Whether you are a UK-based business seeking compliance or working with international health and safety consultants to manage risks across multiple countries, the principles of effective DSE management apply.

What Is Display Screen Equipment?

Display screen equipment (DSE) refers to any device or equipment that has an alphanumeric or graphic display screen. The Health and Safety Executive (HSE) defines DSE as "devices or equipment that have an alphanumeric or graphic display screen and includes display screens, laptops, touchscreens and other similar devices." This includes:

• Desktop computers and monitors
• Laptops and notebooks
• Tablets and touchscreen devices
• Smartphones used for work purposes
• Screens for programming computer numerical control machinery
• Microfiche readers

The term DSE has developed a dual meaning in workplace contexts. While it technically describes any device with a display screen, it has become strongly associated with workplace health and safety regulations following the introduction of the Health and Safety (Display Screen Equipment) Regulations 1992.

Health Risks Associated with Digital Technology Work

Incorrect use of DSE or poorly designed workstations and work environments can lead to a range of health problems. While DSE work may not pose immediate risks like heavy machinery, prolonged and improper use creates cumulative harm that can become persistent and even disabling.

Musculoskeletal Disorders

The most common health risks from DSE work are musculoskeletal disorders (MSDs) affecting the back, neck, shoulders, arms, wrists, and hands. These include conditions sometimes known as repetitive strain injury (RSI) or upper limb disorders. According to research, 36% of all musculoskeletal disorders in the workplace result from awkward or tiring positions while using computers. Inadequate equipment, poor posture, and lack of breaks contribute to these conditions.

Visual Fatigue and Eye Strain

Prolonged screen exposure can cause visual fatigue, characterised by dryness, irritation, blurriness, and tiredness. While visual fatigue does not cause permanent eye damage, it can make employees aware of underlying eyesight problems and amplify pre-existing conditions. The symptoms lead to tiredness, loss of concentration, and reduced productivity.

Mental Health and Wellbeing

Digital technology work also affects mental health. Stress and burnout are possible consequences of prolonged screen use, particularly when combined with high workloads, constant connectivity, and blurred boundaries between work and personal life. The always-on culture enabled by digital devices can prevent proper rest and recovery, contributing to mental fatigue and reduced wellbeing.

Sedentary Behaviour Risks

Extended periods of sitting while using digital technology contribute to sedentary behaviour, which brings its own health risks including obesity, cardiovascular problems, and metabolic issues. The combination of prolonged sitting with sustained awkward postures creates compounded health risks that employers must address.

Legal Requirements in the UK

The Health and Safety (Display Screen Equipment) Regulations 1992, amended in 2002, set out the legal requirements for protecting workers who use DSE. These regulations sit under the wider Health and Safety at Work etc. Act 1974, which places a general duty on employers to ensure the health, safety, and welfare of employees.

Who Do the Regulations Apply To?

The DSE Regulations apply to workers who use DSE daily for continuous periods of an hour or more. The HSE considers such workers to be "DSE users." The regulations apply regardless of where work takes place: in the office, at home, in shared spaces, or while working remotely. They cover permanent employees, temporary staff, part-time workers, volunteers, contractors, and anyone carrying out tasks using DSE.

Employer Duties Under the DSE Regulations

The regulations set out five key duties that employers must meet:

1. Workstation risk assessment: Employers must assess workstations used by DSE users to identify and reduce risks. This applies to all locations where employees work, including home workstations.

2. Ensure workstations meet minimum standards: All equipment, including desks, chairs, keyboards, and screens, must meet minimum ergonomic criteria set out in the regulations.

3. Plan work to include breaks: DSE users must have regular breaks or changes of activity. The HSE advises that frequent short breaks are more effective than less frequent longer breaks.

4. Provide eye tests: If DSE users request eye tests, employers must provide and cover the cost. If the test determines that corrective glasses are needed specifically for DSE work, the employer must pay for a basic pair.

5. Provide information and training: Employees must receive training on DSE risks and how to minimise them, including proper workstation setup, posture, and the importance of breaks.

DSE Assessments: Meeting Your Legal Duties

DSE assessments are the recognised method for meeting legal duties under the regulations. The assessment examines the workstation, the work environment, and the tasks being performed to identify risks and determine appropriate control measures.

A DSE assessment must be conducted when:

• A new workstation is set up
• A new employee starts work
• A significant change is made to existing workstation or the way it is used
• An employee reports discomfort or health issues related to DSE use
• Working arrangements change, such as moving to hybrid working

Types of DSE assessment include:

Self-assessment: Employees review their own setup using a DSE workstation checklist or online software.

Professional assessment: A qualified specialist reviews the workplace and provides ergonomic advice.

Specialist assessment: Employees with pre-existing medical conditions or disabilities may require more comprehensive review and tailored adjustments.

Health and Safety Consultants and Software: Digital DSE Management

Modern health and safety management increasingly relies on digital tools. Health and safety consultants and software solutions work together to help organisations manage DSE compliance effectively, particularly when dealing with large workforces, multiple locations, or hybrid working arrangements.

Digital DSE management tools offer several advantages:

• Online self-assessment questionnaires that employees can complete from any location
• Automated reminders for assessment reviews and follow-up actions
• Central dashboards showing compliance status across the organisation
• Reporting tools for health and safety audits and management reviews
• Integration with other health and safety management systems
• Training modules delivered digitally to ensure consistent messaging

For organisations working with global health and safety consultants to manage international operations, software platforms enable consistent assessment processes and reporting across multiple countries and regulatory frameworks.

International Requirements for Digital Technology Safety

Organisations operating internationally must navigate varying requirements for DSE and digital technology safety across different jurisdictions. While specific regulations differ, the fundamental principle is consistent: employers must assess and manage the risks to workers who use screen-based equipment.

In the European Union, Council Directive 90/270/EEC sets minimum safety and health requirements for work with display screen equipment, which member states implement through national legislation. In the United States, OSHA does not have specific DSE regulations but enforces general duty requirements and provides guidance on computer workstation ergonomics. Many other countries have adopted similar approaches, either through specific legislation or within broader occupational health and safety frameworks.

ISO 45001 provides an international framework for occupational health and safety management that includes requirements for identifying hazards and assessing risks, including those associated with DSE work. For international health and safety consultants supporting multinational organisations, developing consistent DSE management approaches that meet requirements across all applicable jurisdictions is essential.

Practical Steps for Managing DSE Risks

Effective management of digital technology health and safety requires a systematic approach:

1. Identify all DSE users: Determine which employees use DSE for an hour or more daily and are therefore covered by the regulations.

2. Conduct DSE assessments: Assess all workstations used by DSE users, including home workstations for remote and hybrid workers.

3. Implement control measures: Provide appropriate equipment, adjust workstations, and make necessary accommodations based on assessment findings.

4. Provide training: Ensure all DSE users understand the risks, know how to set up their workstation correctly, and understand the importance of breaks and posture.

5. Establish break policies: Implement policies that encourage regular breaks from screen work and changes of activity throughout the day.

6. Manage eye care: Make employees aware of their entitlement to eye tests and establish a process for arranging and funding them.

7. Review regularly: Include DSE compliance in health and safety audits and review assessments when circumstances change.

8. Encourage reporting: Create a culture where employees feel comfortable reporting discomfort or concerns so issues can be addressed before they become serious.

How Arinite Can Help

At Arinite, we are experienced health and safety consultants who help organisations manage the full range of workplace health risks, including those associated with digital technology and DSE use. Our team of Chartered (CMIOSH) consultants provides practical, proportionate advice that helps you comply with legal requirements while genuinely protecting employee health and wellbeing.

Our services include:

• DSE risk assessments for office, home, and hybrid working arrangements
• Development of DSE policies and procedures tailored to your organisation
• Health and safety audits including DSE compliance review
• Training for employees and managers on DSE risks and safe working practices
• Advice on workstation setup, equipment selection, and ergonomic adjustments
• Support for implementing digital health and safety management tools
• Guidance for international operations as global health and safety consultants

With experience supporting over 1,500 UK businesses and operations in more than 50 countries, we understand the challenges of managing DSE risks across diverse workplace settings. Whether you need help establishing DSE management from scratch, reviewing existing arrangements, or extending your approach to cover remote and international workers, our approach is practical, proportionate, and focused on protecting people. We call it "Keeping It Simple."