You Asked for It
April 2002

"Where should I put my papers? I hate my old paper holder... do I have to use it?"
Recent client during an assessment

The Past....
The traditional document holder sat on the right side of the typewriter. Typists had been instructed to place it at a suitable distance (about 8" from the side) so that the carriage would not hit it as it moved across. Later, when "daisy wheel" typewriters came along, more luxurious adjustable document holders allowed the reference documents to sit above the carriage, to the right of the stationary paper. A good typist would stare at the reference documents (with occasional glances at the typed page) for hours on end. Complaints of headaches, sore necks and aching shoulders were generally ignored as being "womens' issues" and if they (either the worker or the complaints) could not be tolerated, the worker would eventually change occupations.

Times have definitely changed. Very rarely does anyone do copy-typing any more. Most of our work is done looking straight ahead at a computer screen. We type our thoughts directly into the computer, with only occasional reference to notes scribbled hastily on a note pad or sticky note. Some workers find the majority of their work on the computer revolves around responding to emails.

This change in work behaviour based on the advances in technology has dramatically altered the placement of the documents that we use. This is combined with a lesser degree of tolerance for discomfort and a better understanding of how to use the body to avoid injury.

The Present....
Documents should be placed, for most workers, between the keyboard and the screen on a sloped surface. This position allows the worker to maintain an upright and forward looking head position at the screen. Quick references to the documents are done with a balanced head movement where the eyes look down and then the chin tucks in slightly. This makes an equal and balanced use of the muscles supporting and controlling the head.

The documents need to be sloped to help the worker maintain a supported seated position. When documents are flat on the desk, the worker will lean forward to read them. As time passes, the worker will eventually assume this forward and hunched posture on a semi-permanent basis, tilting the head back (extending the neck) to read the screen.

The only major exception to this rule occurs with some bifocal wearers or extremely short workers. These workers may need to have the monitor directly on the desk surface and there may not be enough space between the keyboard and the screen to slope a document up. When this happens, it may be necessary to place the documents to the side of the monitor. To balance the muscular movements, the worker should alternate the document holder from side to side on an hourly or quarter day basis.

There are several very good products on the market which are designed to support documents, on a sloped surface between the keyboard and the screen. I regularly recommend the VuRyte line of inclined document holders, the 3M desktop inclined document holder, and the ISE slant board (both the document holder and the writing surface). You will not find these in the stationary supply stores - according to their catalogues they only carry traditional copy holders. These are available through specialty ergonomics suppliers. As with most products, the more adjustability there is, the higher the cost.

The other side of the coin is that you do not need to spend big bucks to achieve an inclined document holder between the keyboard and the screen. At my own work station I have 2 inclined document holders. One is a traditional document holder propped up between the keyboard and the screen. The other, which could go in the same location but I have to the side, is a triangular document holder I had made up from Plexiglas. At client work stations I have used the rings and a wing of a binder to create a document holder. I have also used an empty file and with a wing clip at the bottom. It only needs to be stable enough to keep the documents from sliding under the keyboard!

Remember - the goal is to angle the documents up between the keyboard and the screen. This will balance your movements and encourage you to keep an upright and forward looking head position.

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