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📁 Nanofab Documentation Structure and Versioning Protocol

This document outlines the standard operating procedure for storing, organizing, and versioning all nanofabrication-related documents using Google Drive and Google Docs.

📂 Folder Structure

All documents will reside within a main shared folder in Google Drive, organized by tool and audience:

Nanofab Docs/
├── [TOOL NAME OR ID]/
│   ├── User Docs/
│   │   ├── TOOLID_User_SOP_v1.0
│   │   └── ...
│   ├── Staff Docs/
│   │   ├── TOOLID_Staff_Maintenance_v1.0
│   │   └── ...
│   ├── TOOLID_ChangeLog (Google Sheet or Doc)
│
├── [Another Tool]/
│   └── ...

Each tool should have: - User Docs: SOPs and training materials for facility users - Staff Docs: Internal guides, maintenance procedures, troubleshooting - ChangeLog: A log of version updates with summaries

📄 Document Naming Convention

Use the following naming format:

[TOOLID]_[Audience]_[DocumentType]_v[Major.Minor]

Examples:

  • EBL-02_User_SOP_v2.1
  • RIE-01_Staff_MaintenanceChecklist_v1.0

  • ALD-03_User_SafetyGuide_v3.2

  • TOOLID: Unique short name for each tool (e.g., SEM-01, ALD-03)

  • Audience: User or Staff
  • DocumentType: SOP, SafetyGuide, Checklist, etc.
  • vX.Y: Semantic version (e.g., v2.1 = second major version, first minor update)

📝 Versioning Protocol (Google Docs)

Use Google Docs' built-in version history to manage and annotate meaningful changes.

How to Save a Named Version:

  1. Open the Google Doc
  2. Go to: File → Version History → Name current version
  3. Use the format: 
    v2.1 — Updated rinse time; clarified PPE section
  4. Press Enter. This version will now be saved and accessible via: File → Version History → See version history

🔄 Do NOT rename the Google Doc filename for every update.
Use named versions instead.

🛠️ When to Create a New Version

Create a new named version when: - A procedure step changes - Safety or chemical information changes - Equipment configuration changes - Training or permission access changes

Do not create a new version for: - Typos or formatting - Clarifying language that doesn't affect procedure

📌 Additional Guidelines

  • File names should only change when the published version changes (e.g., from v2.1 to v2.2)
  • Keep all versions in the same folder
  • Optional: maintain an alias document like EBL-02_User_SOP_latest that links to the current official version
  • Use the ChangeLog document to track updates across all files in the tool folder

✅ Summary

  • Organized by tool → audience → document
  • Named with consistent, versioned format
  • Version history tracked inside Google Docs (named versions)
  • Optional ChangeLog per tool folder for transparency

📁 Transition to Google Workspace for Nanofab Docs

🎯 Purpose

This document explains why we are transitioning from a shared Gmail login to a more secure, scalable setup using Google Workspace (Business Standard) with proper shared access. This will improve: - Document control and security - Version tracking by individual - Stable long-term file ownership - Ease of collaboration without account sharing

🧾 Summary of Options Considered

Option Pros Cons
Shared Gmail login Free, simple 🚫 Insecure, violates ToS, no user tracking
Google Drive shared folders Secure, free with personal Gmail accounts 🚫 Files still owned by individual users
Google Workspace + Shared Drives ✅ Central ownership, access control, scalable 💲 Requires Business Standard ($12/mo/user)

✅ Our New Setup

We are using: - 1 paid Google Workspace Business Standard account: docs@nanofabninjas.com - Shared Drives created and owned by this account - All SOPs and documents will be stored in these Shared Drives - Team members will access content using their personal Gmail accounts

This gives us: - Centralized file ownership (even if staff come/go) - Role-based permissions (viewer, editor, etc.) - No more shared login risk

📂 Shared Drive Structure

Each tool will have a folder inside the Shared Drive:

Nanofab Shared Drive/
├── EBL-02/
│   ├── User Docs/
│   ├── Staff Docs/
│   └── EBL-02_ChangeLog
├── ALD-03/
│   └── ...

🛠️ How to Set Up (Admin Instructions)

  1. Create a Google Workspace account at: https://workspace.google.com
  2. Select Business Standard plan ($12/mo)
  3. Use your domain or get one during sign-up (optional)
  4. After setup:
  5. Go to Google Drive → Shared Drives → Create Drive
  6. Name it something like Nanofab Docs

  7. Create folders for each tool inside

  8. Invite team members to the Shared Drive by their personal Gmail addresses, and assign roles:

  9. Viewer (read-only)
  10. Commenter (can suggest changes)
  11. Editor (can make changes)
  12. Manager (admin rights)

👩‍🔬 Staff Instructions

Dear team,

We are moving away from sharing a single Google login. Each of you will now use your own Gmail address to access our documentation.

🔑 Here's What You Need to Do:

  1. Make sure you have a personal Gmail account.
  2. You will receive an invite to the "Nanofab Docs" Shared Drive from docs@nanofabninjas.com.
  3. Accept the invite and bookmark the Shared Drive for easy access:
  4. Go to https://drive.google.com/drive/shared-drives
  5. Look for “Nanofab Docs”
  6. You’ll be given the appropriate level of access (View / Edit / Comment).
  7. Do not make copies of files unless requested.
  8. All edits will now show your name, which helps us track changes and improve transparency.

🚦 Why This Change?

  • We can manage permissions safely and professionally
  • Edits will be tracked by person and timestamp
  • Files are protected even if a staff member leaves
  • It's compliant with Google’s terms of service

📬 Questions?

Please contact docs@nanofabninjas.com if: - You didn't receive your invite - You’re unsure of your access level - You need help accessing a document