Journal #3 - Healthy and Safe Computer Practices

For many people, myself included, using personal computers has become a integral part of everyday life. Whether using the computer as a productivity tool at work, a research and production tool for graduate school, or simply surfing the internet in my spare time the computer has become not just another tool, but THE tool of choice. Therefore, it's not surprising that like most people I have devoted a significant amount of time learning how to use the computer, and a myriad of computer applications, to make my life easier and more productive both professionally and personally. However, it wasn't until I began researching several sites on healthy and safe computer use that I realized how little training, or thought, is devoted to such critical issues  as MSDs (musculoskeletal disorders) and personal safety/identity issues that can result from careless computer use.

Ergonomics

Of the many web sites I visited, the two that were most relevant to me as a graduate assistant and student who spends between 5 and 10+ hours a day working on computer are the Alison.com and Mayo.com web sites that deal with workstation ergonomics and stretching exercises. Ergonomics is the study of the fit between people and their work. Its purpose is to identify poorly designed tools, workspaces, or work process and procedures that may cause unnecessary strain resulting loss of productivity or even illness and provide preventative measures and solutions.

I especially liked the Alison.com web site which provides a free interactive course titled Workstation Ergonomics and Safe Use of Display Screen Equipment (DSE). After signing up for a free account, I was able to take three lessons that included animations, quizzes, case studies, and an assessment at the end. Not all of the information was entirely new to me, and a fair amount might be deemed "common sense". Although by then end I had taken three pages of notes and resolved to pay far more attention to how I use the computer and what I can do to ensure staying healthy. From my notes I've created a list of the primary ergonomic factors that contribute to healthy computer use:

• Physical - body posture, position of limbs, and support for the back. There are three keys to maintaining good physical condition. 

1.  Holding the head and neck upright in line with the torso, i.e. sitting up straight, and facing forward without twisting to access the keyboard and mouse.
2. Adjust the computer seat so that my thighs are parallel with the floor, my legs are perpendicular to the floor, and my feet are flat on the floor.
3. Adjusting the seat or workstation so my arms can be held with elbows into my sides and forearms nearly perpendicular in a "neutral position" to type and move the mouse. That also means positioning the keyboard and mouse properly for access.

• Environmental - I thought these were pretty self-explanatory and things I find myself adjusting automatically; factors include light, heat, noise, and ventilation (humidity or dryness). I think the biggest factor here would be adjusting for glare from the computer screen to avoid eye strain and fatigue; this might mean paying attention to placement of the workstation in relation to light sources and also adjusting monitor settings such as screen brightness and resolution.

Not surprisingly, the Alison.com course pointed out the most common health related issues to heavy computer use are eye strain and MSDs such as RSI (repetitive stress syndrome) and carpal tunnel syndrome. Some recommendations for preventing these types of health related issues are listed below:

• Take regular breaks, at least 5 min every hours. Get up and move around and allow your eyes to refocus; looking at an object in the distance can help refocus the eyes.
• Use eye drops to avoid eye strain.
• Adjust the position of the monitor so that when seated the top of monitor is at eye level and about an arm's length away.
• Use appropriate ergonomic tools such as mouse pads and wrist pads to rest hand and wrists when not typing or using the mouse. Using a foot rest is also recommended.
• A comfortable chair that doesn't pinch the underside of the thighs and most importantly has good lumbar support is essential.
• Regular stretching while seated in front of the computer is critical

In particular, the Mayo.com web site has great slideshow and video tutorials on work place stretching exercises. I found these to be very valuable as I find myself frequently suffering from symptoms of RSI due to the long hours of computer use at work then at home in the evenings - another reason I'll be glad to graduate sooner than later! What I liked best, however, is the exercises are simple, easy to remember, and effective. An entire stretching routine can be performed sitting at a desk in a matter of minutes while I allow my eyes to refocus elsewhere. One tool that is not mentioned, however, but that I personally use and find very helpful for my hands and wrists is the Dyna-flex ball.

Security


Another critical aspect to safe computer use is protecting personal identity and personal safety, especially because much of current computer use is centered around accessing networks such as the Internet and World Wide Web that can potentially leave a user's computer vulnerable to malicious attacks from computer hackers or virus software. Being a long time computer user, and a savvy tech person, the research regarding safe practices didn't turn up anything anything new for me on this front. Over the last couple of years as computer attacks have increased in proportion to the increase in dependency for using the computer to help facilitate every aspect of our modern lives the news media has actually done a pretty good job creating awareness of computer safety issues; much more so than ergonomic issues regarding computer use.

Nevertheless, in the course of my research the best site I found regarding safe practices for computer use is the On Line On Guard.gov web site. Not only is the site well organized and easy to use, but it offers authentic and practical advice from the technology industry which has partnered with the US government to create awareness regarding all manners of computer security issues. Everything from general best practices to how to properly dispose of computer ensuring all your personal data has been completely erased from the hard drive. The site also features interactive videos, games to teach younger computers about safety issues, and lots of information about how to stay safe while computing online.

The seven tips they list for safe computing (and I heartily endorse having been a long-standing practitioner myself) are:

• Protect your personal information, it's valuable - NEVER, EVER give out your personal information to anyone for any reason unless you are absolutely sure they are a legitimate business or organization. Check up on them online if you're unsure. Look for "https" in the URL indicating a secure site. Make sure there is a written and easily accessible privacy policy. Avoid all pop ups, email, phone messages asking for personal information. When in doubt, call and speak to someone in person. Even then make them establish their credentials.

• Know who you're dealing with. Same as above, but also includes safe file sharing practices. Always make sure to isolate the files or folders you share so no one has access to other information on your computer. That means learning how to properly use sharing software security features BEFORE letting someone download music from your iTunes folder on your computer.

• Use security software that updates automatically. Most important for MS Win users, however, Macs are increasingly under attack from hackers and Apple has been paying more attention to releasing security updates. All computer users should know how to update their computers and do so on a frequent basis.

• Keep you operating system and web browser up-to-date and learn about security features.

• Protect your passwords. Many browsers now store passwords, but it's not clear just how safe those features are. Better to use a dedicated password generator and storage/protection application such as 1 Password for Mac and Win.

• Back up important files. Regular back-ups to an external hard drive should be part of every computer users weekly or monthly routine. The only fool-proof way to stop hackers from accessing a networked computer is to store sensitive information on a hard drive that is NOT connected to a network. Many free back-up applications exist, such as Carbon Copy Cloner for the Mac.

• Learn what to do in an e-mergency. Develop a procedure for what to do if you suspect your computer has been hacked or has a virus. Run virus scanning software, know who to contact at the FTC or FBI, be aware of technical help and support options. Try to identify when and what caused the problem and change your habits of behaviors, for example don't open any more joke emails or titillating videos your friends sent you. If necessary, wipe your computer clean and reinstall a cloned "clean" copy of your operating system including all your apps and files from an external hard drive.

Although I didn't experience any major revelations during my research on computer health and safety issues, my awareness of ergonomic best practices and a revisiting of safe computing practices has resulted in several excellent resources for both personal and professional use. I'll definitely pass on these web sites and health and safety tips to co-workers, peers, and instructors that I work with through my graduate assistantship position.