When is it most appropriate to clamp and cut the umbilical cord?

Two office workers in a medical facility must frequently access certain medical files to do their work. the first worker can reach the files easily by twisting around and reaching to retrieve them, while the second worker has get out of his chair and walk several minutes across the office each time he needs to get them. what is the best way to arrange the workplace to ensure good ergonomics? keep the files where they are and move the second worker close by so he can also twist around and reach them. keep the files where they are and move the first worker to a position close by where he no longer has to twist and reach to get the files. move the files so they are still within reach of the first worker but he no longer has to twist and reach to retrieve them. move the files so they are the same distance between the workers and ensure they can both retrieve them comfortably without having to twist and reach.