For example, problems arise when, in an effort to save energy, ventilation systems are not used to bring in adequate amounts of outdoor air. Inadequate ventilation also occurs if the air supply and return vents within each room are blocked or placed in such a way that outdoor air does not actually reach the breathing zone of building occupants.

Improperly located outdoor air intake vents can also bring in air contaminated with automobile and truck exhaust, boiler emissions, fumes from dumpsters, or air vented from restrooms. Finally, ventilation systems can be a source of indoor pollution themselves by spreading biological contaminants that have multiplied in cooling towers, humidifiers, dehumidifiers, air conditioners, or the inside surfaces of ventilation duct work.

Indoor air pollutants can be circulated from portions of the building used for specialized purposes, such as restaurants, print shops, and dry-cleaning stores, into offices in the same building. Carbon monoxide and other components of automobile exhaust can be drawn from underground parking garages through stairwells and elevator shafts into office spaces.

In addition, buildings originally designed for one purpose may end up being converted to use as office space. If not properly modified during building renovations, the room partitions and ventilation system can contribute to indoor air quality problems by restricting air recirculation or by providing an inadequate supply of outdoor air. Maintaining a healthy and comfortable indoor environment in any building requires integrating many components of a complex system. Indoor air problems are preventable and solvable and practical guidance on how to manage your building for good indoor air quality is available.

The core of EPA’s large buildings IAQ management practices guidance is contained in “Building Air Quality: A Guide for Building Owners and Facility Managers.”

Much of what BAQ recommends is recognizable as common principles of good facility management. It is organized as a comprehensive reference volume, by subject area. IAQ can be affected both by the quality of maintenance and by the materials and procedures used in operating and maintaining the building’s components. Keeping IAQ in mind when you plan for operations and maintenance is a good way to prevent IAQ problems.

1) HVAC Operations: A building operations schedule is basically a daily/weekly/monthly schedule of each individual HVAC component compiled together in a comprehensive whole. This allows for cross comparison of different components schedules and synchronization. It is imperative that your operations schedule reflect the actual use of your building, ensuring that the HVAC system is providing ventilation during all periods of significant occupancy. It is important that this schedule be written and comprehensive, so that there is a “one-stop” reference that is complete, easily updated and accessible to all who need it.

In general, ventilate your building with the maximum volume of outside air that is practical, taking into account your HVAC system capacity and current climatic conditions — refer to the latest publication of ASHRAE Standard 62 for the current ‘best practice’ in HVAC system design (see Appendix 3 for ASHRAE contact information).

Economizer operations can reduce cooling costs while increasing outdoor air ventilation. However, malfunctioning economizer controls have been known to cause IAQ problems, such as dampers stuck in the closed position. Make sure economizer controls are frequently maintained and recalibrated, especially if you use enthalpy controls (ones that take into account both temperature and relative humidity).

Exercise care to ensure that on/off set points are adjusted to avoid indoor relative humidity problems. Enthalpy controls can give the highest energy savings as well as help prevent the potential for excess moisture to be delivered into the building, which is especially important in areas of the U.S. where humid conditions are prevalent.

Energy recovery systems may make it feasible to increase outdoor air ventilation rates during temperature extremes. The hotter the outside air, the more energy heat recovery saves. The same is true on the heating side, but only to a point — make sure not to freeze the moisture in the outgoing air stream. Any time you would normally use 100 percent outside air, turn the heat recovery off. Finally, before building occupants arrive for the day, schedule the introduction of as much outside air as practical to dilute pollutants that may have accumulated over night.

Flushing can also provide pre-cooling, or night cooling – another way to contain energy costs. However, make sure that the amount of outside air used is consistent with the proper function of the HVAC equipment (e.g., coil freezing during extreme cold) and maintaining recommended relative humidity levels.

2) Housekeeping: Inadequate housekeeping can cause IAQ problems — keep your building clean. Also, cleaning materials themselves may be pollutant sources that produce odors and emit a variety of chemicals.

Select cleaning methods that are effective for the given need. Read product labels and Material Safety Data Sheets (MSDS) on all cleaning products in use in your building. Remember, your housekeeping staff will be the most highly exposed to the chemicals in your cleaning products. Buy products with the least adverse impact on human health.

It is important that the housekeeping staff, whether they are in-house staff or contractors, be trained on how your housekeeping procedures and products may affect IAQ. In fact, OSHA’s Hazard Communication Standard (29 CFR 1910.1200) requires employers to explain the labels and MSDSs of all hazardous chemicals used, even infrequently, by an employee, and to train those employees in how to protect themselves from emergencies.

Other issues regarding housekeeping that are important to maintaining and improving your building’s IAQ include: having written procedures; knowing what equipment and products are used in your building; and purchasing safer products.

3) Preventive Maintenance: A written preventive maintenance program is an effective tool for improving IAQ. The plan should include monitoring, inspecting and cleaning HVAC components such as outside air intakes, outside air dampers, air filters, drain pans, heating and cooling coils, the interior of air handling units, fan motors and belts, air humidification, controls and cooling towers.

The frequency of maintenance activities may vary from building to building. It is important that you develop a maintenance schedule based on the needs of your equipment and building. However, your schedule should ensure that all equipment is in good, sanitary condition and is operating as close to design set points as possible.

4) Unscheduled Maintenance: When unscheduled maintenance events (e.g., equipment failures) require the prolonged deactivation or modification of building HVAC equipment, maintenance personnel should be instructed to notify the IAQ manager immediately. The IAQ manager should review the situation carefully and provide recommendations to maintenance and administrative personnel on how to proceed without compromising the building’s IAQ.

The IAQ manager should also communicate with building occupants and tenants to inform them how their air quality is being protected. FSM