If you spend time each day at a computer keyboard, you are probably familiar with one effect of repetitive stress—carpal tunnel syndrome, which can result in pain and/or numbness in the wrist and fingers.

Repetitive stress injuries (also called cumulative trauma disorders—CTDs) can result from repeating movements many times or working in an awkward or cramped position for a prolonged period of time, and they can affect the hands, wrists, arms, back, neck, and shoulders.

CTD injuries are not new. In the 1800s, it was not uncommon for telegraph operators to suffer from "telegrapher’s finger," and workers in many other occupations (including meat processors, roofers, auto workers, textile workers, assemblers, and cashiers) have long been affected by repetitive motion stress.

Ironically, since writers, reporters, and editors—who now spend much of their time at computer keyboards—have joined the growing number of workers experiencing repetitive stress, CTDs have received more attention in the media.

A Somewhat Cloudy Issue

Nevertheless, the widespread recognition of repetitive stress injuries has not brought complete clarity to the problem. If, as some suggest, CTDs develop over a period of time possibly going back many years, how much of an individual CTD is related to the aging process and how much may be attributed to stress outside rather than inside the workplace? (Insurers are particularly interested in these questions, as the answers will determine which insurance mechanism—primary health, disability, or workers compensation—will be most affected by claims.)

Regardless of where such injuries occur and to what extent they are caused or aggravated by the workplace, employers are facing increased pressure from OSHA (Occupational Safety and Health Administration) to become proactive in the area of workplace injury prevention. The business community is justifiably concerned about how potential costs to control CTDs will, in fact, pay off in terms of higher employee productivity, fewer CTD claims, and lower insurance costs.

Redesigning the Workplace

In the face of these pressures and rising disability claims related to CTDs, many companies are looking to consulting firms specializing in ergonomics to help prevent CTDs and control risk exposure.

Ergonomics, also known as human factors engineering, is the study of how people interact with machines and the working environment. It examines the nature of the job and the body movements necessary to perform that job. The goal of studying these people-machine relationships is to maximize worker performance, comfort, and safety.

One of the key elements of grassroots programs in injury prevention has been the matching of employee capabilities to the demands of the job. Starting with a worksite analysis to identify risk factors, both the employee and the job may be "reengineered."

Redesigning a job may involve implementing changes to work stations, tools, or work requirements; reshaping employees may include providing education to increase awareness and physical fitness programs to enhance employee health. A less stressful work posture, more frequent rest breaks, and job rotation are the types of changes that may be implemented to help reduce CTDs.

OSHA emphasizes that occupational ergonomic problems are a significant safety and health concern in the workplace. The discovery of risks in the workplace, the ability to modify the work environment, and the training of the workforce will all play a role in reducing work-related injuries. If ergonomic reengineering of the workplace is successful, it should enhance employee productivity and help control injury-related costs.

Once the shock of a disaster wanes, it’s time to regroup and pick up the pieces. When cleaning up after a fire, storm, or flood, the business owner is left to decide what can be salvaged and what must be thrown away.

In worst case scenarios, such as in the Gulf Coast region devastated by Hurricane Katrina, standing water, sludge, and sewage can destroy entire homes and businesses. But even a flooded basement, leaky roof, or small fire can cause extensive property damage for businesses. Time is of the essence in these situations, and the most success comes when you are able to respond to damage within 48 hours. Bear in mind that once water is gone, mold becomes a dangerous, lingering contaminant. Eliminating moisture and getting things to dry out is often the building owner’s greatest challenge.

In order to minimize loss and properly clean up in the event of a disaster, consider the following areas of concern.

Your Building’s Structural Integrity. Keeping your building well maintained can help ensure it is structurally sound, possibly enhancing its capacity to withstand a destructive storm or flood. Should a disaster strike, it is important to have a professional inspect the foundation for any shifts, cracks, or weaknesses. In the event of serious flooding or a fire, the wooden frame should be dried out and decontaminated to eliminate any mold.

Equipment, Heating and Cooling Systems, and Water Heaters. Have a service professional inspect the functionality of your business equipment and computers. While certain machinery may still work, water damage may reduce its efficiency or lifespan. Furnaces, air conditioning systems, and water heaters often need to be replaced because repair and cleaning is often difficult and costly.

Interior Restoration. Professional restoration services may be able to speed dry a building that experiences water damage and minimize the loss to a business. Hardwood floors allowed to dry may be restored, but carpeting will likely need to be replaced, especially when damaged by toxic or dirty water. Similarly, wood furniture may be refinished, while upholstered furniture will likely need to be discarded. Some things that can withstand a heavy duty cleaning can be salvaged, but avoid trying to save anything made of porous materials that came in contact with contaminated water.

Document Preservation. All paperwork necessary to your business operations, including employment records, insurance policies, tax records, and financial documents, should always be stored in a dry place that does not experience severe temperature shifts from extreme heat to extreme cold. Paper and other organic materials are particularly vulnerable to mold and should be air dried within 48 hours after contact with water.

To minimize your financial loss, make sure your business property insurance is appropriate. Because property insurance does not cover all perils—damage caused by earthquake or flooding is often excluded—be sure to understand the scope of your coverage and ask your insurance agent about any additional insurance needed according to your risks. In addition, consider obtaining business income insurance, also called business interruption coverage. This insurance is designed to replace the income your business would generate under normal circumstances in the event of a disaster or other covered peril. It can help your company get back on its feet by providing funds to help cover critical expenses and lost profit until the business is up and running again. For more information, please give us a call.

If your business hires contractors and other vendors, it may be important for you to confirm that these companies have appropriate insurance coverage. In the event of a problem stemming from the work of a subcontractor you hire, you may be held liable if that company does not have the proper coverage. One key element in an effective risk management program is to maintain an accurate record of all insurance certificates, which are documents that detail both the amounts and types of insurance held by an individual or a business. Here are a few hints to help you get organized:

• Establish a risk management department or group to manage incoming contracts, agreements, and insurance certificates. Employees working in this area should also be responsible for receiving and reviewing insurance certificates.
• Keep photocopies of all insurance certificates received and file the original certificates with the appropriate contracts, purchase orders, and agreements.
• Create a filing system to track and maintain insurance certificates, and establish accompanying procedures to promote efficiency when receiving and reviewing updated insurance information. It is often recommended that businesses establish a schedule of certificate follow-ups, based on the nature of the work and the relationship with the business from which a certificate is being requested. For instance, if a company establishes a six-month working relationship with a contractor, it may be advisable to obtain a certificate prior to commencement of the work and again at three months. In many cases, an annual check will suffice for ordinary relationships where the risk of loss is small.

These few, simple steps toward organizing insurance certificates may help you control your business risks and avoid any liability associated with other vendors with whom you may work. As your business grows and expands with new partners, it is important to review your insurance coverage periodically to determine the coverage that is right for you. For assistance in managing your insurance certificate maintenance program, contact one of our insurance professionals.