Thus, even with a limited investment, it is possible to significantly improve the operator’s working conditions and thereby reduce the risk of chronic pain and other health issues. Accessories such as document holders, ergonomic mice, monitor arms, and laptop stands help users maintain a neutral posture while working at their screens, thereby preventing the most common musculoskeletal disorders (MSDs), such as pain in the back, neck, shoulders, arms, and wrists. This Tip Sheet will focus specifically on the use and benefits of a document holder at a desk job; however, you can find all of our tip sheets in our "Guides and Tips" section.

Bad Habits and Their Impact on Health

According to various studies[1] conducted in the workplace, the prevalence of musculoskeletal disorders has been estimated at between 10 and 62 percent among people who work at computer stations. Furthermore, it has been established that the most common musculoskeletal disorders caused in this context primarily affect the upper body[2], such as the head, neck, and back.[3] While the onset of these pains is primarily due to poor posture adopted throughout the day, it is exacerbated when reviewing documents and taking notes. In fact, according to a study conducted by an independent biomechanics laboratory[4] and made available to Azergo, documents being reviewed are generally placed either to one side of the keyboard or between the user and the keyboard, thereby placing significant strain on the cervical spine, trapezius muscles, and deltoids.

"The prevalence of musculoskeletal disorders has been estimated to range from 10 to 62 percent among people who work at computer stations."

In addition to encouraging the use of these areas, improper placement of documents increases the risk of eye strain. The eye movements and the distance the eyes must travel when shifting focus from a document placed to the side or below the keyboard to the screen force the eyes to refocus rapidly within an extremely short period of time, and this usually occurs repeatedly. This eye strain can result in headaches, blurred vision, itchy or red eyes, or even mental fatigue. Using a document holder and adopting a few good habits can help minimize these risks and allow you to work more productively.

"In addition to straining the neck, trapezius, and deltoid muscles, improper document placement increases the risk of eye strain."

What is a document holder, and why use one?

A document holder, or desk tray, is an ergonomic accessory that attaches to a workstation equipped with a desktop computer and a monitor. It is positioned between the keyboard and the monitor so that documents are placed in front of the user. There are two types of document holders: fixed holders and holders with sliding trays; the choice between them depends on the intended use:

• For reviewing and reading documents, a stationary document holder is recommended, as it will be used as a desk.
• When users need to make regular annotations on the documents they are reviewing, it is advisable to provide them with a document holder with a sliding tray.

What are the effects on posture?

Without a document holder, repeatedly referring to documents throughout the day increases the risk of neck and back pain. Typically, without specialized equipment, a person working at a computer places documents between themselves and the keyboard, forcing them to stretch their arms, bend their neck, and repeatedly lower their head to switch between the document and the screen. The second most common situation when working with documents is when the documents are placed on one side of the keyboard, causing twisting of the back and neck.

By placing a document holder between their keyboard and monitor, users will naturally sit up straighter and adopt a neutral posture, thereby reducing the risk of musculoskeletal disorders and eye strain and, as a result, improving comfort and productivity. In fact, the results of a study conducted by an independent biomechanics laboratory [5] show that muscle activity in the trapezius muscles decreases very significantly when using the Multirite sliding-tray document holder. Furthermore, this study reveals that when sitting in an ergonomic office chair adjusted to the user’s body type and in accordance with INRS recommendations, the document holder user experiences a 64% average reduction in trapezius muscle activity (dorsal and cervical regions) on both sides of the body, and a 59% reduction in deltoid muscle activity (shoulder region).

Positioned in line with the keyboard and screen, the document holder helps refocus your gaze and creates a shorter viewing angle between these three elements, thereby preventing neck strain and reducing eye strain.

"When sitting in an ergonomic office chair adjusted to fit their body type and in accordance with INRS recommendations, users of the document holder experience a 64% reduction on average in trapezius muscle activity (upper back and neck) on both sides of the body, and a 59% reduction in deltoid muscle activity (shoulder region)."

Example of an ergonomic workstation featuring a monitor and laptop arm, document holder, central pointer, and acoustic partition

[1] (Wahlström (2005) / Musculoskeletal disorders (MSDs) associated with computer use at work primarily affect the upper extremities (Gerr et al., 2002))

[2] (Gerr et al., 2002),

[3] (Jensen et al., 2002).

[4] Study available upon request – communication@azergo.fr

[5] Study available upon request – communication@azergo.fr

Illustrations: ©Azergo 2016

Credits:

Photo: ©Azergo 

Illustrations: ©Azergo 2019