A. Google Drive Folder

1. You need to organize your google folder so that it is easy to navigate to referenced documents.
2. Notes that you can google docs and .docx files on google drive. I don’t know what citation managers work with google drive, so at some point in the creation of word documents, you may need to switch to the .docx format.

B1. Files – ALL of your files should have the following

1. Unique document ID in the file name, and in the body of the file.
2. Authors. List the contributing author(s) of the file, not the entire team by default.
3. Date.
4. Reviewers and date of review.
5. Revision history.
6. Title
7. Brief scope or purpose of the document (one sentence can suffice).
8. Reference for all information cited or used.

B2. Referencing Project Documents

1. Give the file ID in the text. For example: “We prepared ENGR-05-v01 with our calculation of….”
2. If you have a lot of project documents that you’re referencing in a report, it is important that you create a “List of referenced project documents, ” at the beginning of the document, along with your “List of Figures” and “List of Tables”
3. If you have several project documents that you’re referencing in a smaller memo, the “List of referenced project documents” can be put anywhere within the body of the document (beginning, middle, end).

C. Version control

1. Any document can be either (1) living document, or (2) a frozen document.
2. A living document may or may not have a version number. It is being edited without being issued a new version number every time an edit is made.
3. A frozen document has a version number and is never again edited. The best format for frozen documents is .pdf.
4. If you want to edit a frozen document, go back to the living document that generated it, and generate a new frozen document, with a new version number.

D. Reviewer comments

1. The set of calculations that are at the basis of your design need to have a documented peer review.
2. The team will have to decide what needs to be peer-reviewed and what doesn’t. Once you get to the prototype #1 NRC review, the NRC team will be checking that all of the calculations that they think are essential were peer-reviewed.
3. You need to keep track of reviewer comments for documents that you submit for review. Either save the marked-up document and/or generate a list of review comments that need to be addressed that you append to the end of the frozen document that was reviewed.
4. Use the file notation “….-v01-revRS,” indicating review by RS.