NRC INSPECTION MANUAL IRIB 

MANUAL CHAPTER 0040 

PREPARING, REVISING, AND ISSUING DOCUMENTS 

FOR THE NRC INSPECTION MANUAL 
Issue Date: 10/29/09 i 0040 

0040-01 PURPOSE ................................................................................................... 1

0040-02 OBJECTIVES............................................................................................... 1

0040-03 DEFINITIONS .............................................................................................. 1

03.01 General ........................................................................................................... 1

03.02 Types of Inspection Manual Documents ......................................................... 1

03.03 Support Information for Inspection Manual Documents .................................. 2

0040-04 RESPONSIBILITIES AND AUTHORITIES .................................................. 3

04.01 Originating Organization ................................................................................. 3

04.02 For ROP (Reactor Inspection Programs) ........................................................ 4

04.03 For Non-ROP (NRR, NRO, NMSS, FSME, and NSIR) ................................... 5

04.04 Inspection Manual Coordinators, (NRO, NMSS, FSME, and NSIR) ................ 5

04.05 NRR Inspection Manual Coordinator ............................................................... 6

0040-05 GENERAL INSTRUCTIONS FOR ALL DOCUMENT TYPES ...................... 6

05.01 Plain Writing Guidance .................................................................................... 7

05.02 Program Document Requirements .................................................................. 7

05.03 Revisions to Documents ................................................................................. 8

05.04 References ...................................................................................................... 8

05.05 Incorporating Other Documents ...................................................................... 9

05.06 Requests for Guidance, Revisions, and New Documents ............................... 9

0040-06 DOCUMENT PREPARATION AND PROCESSING .................................... 9

06.01 Training Considerations .................................................................................. 9

06.02 Document Preparation .................................................................................... 9

06.03 Incorporating Generic Requirements ............................................................ 10

06.04 Regional and Office Comments .................................................................... 10

06.05 Comment Resolution ..................................................................................... 12

06.06 Update or Create Revision History Page ...................................................... 12

06.07 Document Issuing Package........................................................................... 12

06.08 Deleting Documents ...................................................................................... 13

06.09 Manual Coordinator’s Review ....................................................................... 13

06.10 Final Approval ............................................................................................... 13

06.11 Standard Distribution of Manual Documents ................................................. 13

0040-07 DOCUMENT TYPES AND FORMATS ...................................................... 14

07.01 Inspection Manual Chapters (IMCs) .............................................................. 14

07.02 Inspection Procedures (IPs) .......................................................................... 14

07.03 Temporary Instructions (TIs) ......................................................................... 15

07.05 Appendix ....................................................................................................... 18

07.06 Table ............................................................................................................. 18

07.07 Figure ............................................................................................................ 18

07.08 Exhibit ........................................................................................................... 18

07.09 Issue Date ..................................................................................................... 18

07.10 Document Number ........................................................................................ 19

Exhibit 1A - NRR Document Issuing Form (DIF) ..................................................... E1A-1

Exhibit 1B - FSME Document Issuing Form (DIF) ................................................... E1B-1
Issue Date: 10/29/09 ii 0040 

Exhibit 1C - NMSS Document Issuing Form (DIF) ................................................... E1C-1

Exhibit 1D - NRO Document Issuing Form (DIF) ..................................................... E1D-1

Exhibit 1E - NSIR Document Issuing Form (DIF) ..................................................... E1E-1

Exhibit 2 - Example of Comment Resolution Table ................................................... E2-1

Exhibit 3 - Example of Revision History Page ........................................................... E3-1

Exhibit 4 - Example of Document Formatting ............................................................ E4-1

Exhibit 5 - Format Requirements Checklist ............................................................... E5-1

Exhibit 6 - Guidance for Using MS Word ................................................................... E6-1

Attachment 1 - Revision History for IMC 0040 ......................................................... Att1-1
Issue Date: 10/29/09 1 0040 

0040-01 PURPOSE 

01.01 Inspection Manual Chapter 0040 establishes the basic requirements and format 

for preparing and obtaining comments on the U.S. Nuclear Regulatory Commission 

(NRC) Inspection Manual (Manual), including Manual chapters, inspection procedures, 

and temporary instructions. 

01.02 Instructions are provided on how to prepare appendixes, tables, figures, and 

other material for Manual documents. 

01.03 Responsibilities and authorities for preparing, issuing, and revising documents 

for the Manual are specified. 

01.04 Processes are established to prepare, revise, and issue Manual documents, 

including those used by the various NRC Offices that conduct inspection programs such 

as: Office of New Reactors (NRO), Office of Nuclear Reactor Regulation (NRR), Office 

of Nuclear Material Safety and Safeguards (NMSS), Office of Federal and State 

Materials and Environmental Management Programs (FSME), and Office of Nuclear 

Security and Incident Response (NSIR). 

0040-02 OBJECTIVES 

02.01 To help managers and staff plan and develop clear, accurate, and effective 

Manual documents. 

02.02 To ensure consistency in the format and content of Manual documents. 

0040-03 DEFINITIONS 

03.01 General. 

a. Program Document. A Manual chapter, inspection procedure, or temporary 

instruction. 

b. Document Issuing Form. A form required to initiate creation, revision, or 

deletion of a program document. 

c. Originating Organization. The NRC program office, division, and/or branch 

responsible for the creation and modification of a program document. 

03.02 Types of Inspection Manual Documents. 

a. Inspection Manual Chapter (IMC). A document containing written administrative 

or inspection program statements of policy. IMCs state the purpose, objectives, 

definitions, responsibilities, authorities, and basic requirements for inspection 

programs. An IMC for an inspection program defines the program through a 

listing of inspection procedures, which is normally appended to the IMC. 
Issue Date: 10/29/09 2 0040 

b. Inspection Procedure (IP). A statement of the objectives, requirements, and 

specific guidance for inspection activities, which are focused on safety, security, 

or safeguards. IPs describe the activities performed by an inspector or technical 

staff, including administrative requirements. IPs also identify the applicable 

program, state the objective of the inspection, list the inspection requirements, 

give inspection guidance, and estimate the resources needed.

c. Temporary Instruction (TI). A temporary inspection procedure is focused on 

current safety issues or concerns not currently addressed by established IPs or 

IMCs. TIs are issued to supplement an inspection program and generally are 

placed in effect for a period of 12 to 24 months. They are used for a one-time 

initial inspection of a safety issue or a one-time collection of information. If a TI 

will be in effect for more than 24 months, special justification is required.

d. Change Notice (CN). A sequentially numbered and dated transmittal document 

that lists new, revised, and/or deleted program documents; distributes new and 

revised program documents; and includes a “Remarks” section that summarizes 

the reasons for issuing, revising, or deleting a document. Any required special 

training identified in an IP or TI is also stated. 

e. Technical Guidance. A program document issued to provide specific guidance 

to address a particular technical question that is associated with an inspection 

procedure. These guidance documents are found in Part 9900 of the Manual. 

No new technical guidance documents will be issued or revised. 

 It is planned that every technical guidance document will be reviewed. Based 

on the type of document and current use, it will be relocated from the inspection 

manual to another document collection; redefined as another program 

document, such as an IMC or IP; or deleted entirely. 

f. 10 CFR Guidance. A guidance document on acceptable approaches to 

particular issues involving rules and regulations in 10 CFR. These guidance 

documents are found in Part 9900 of the Manual. No new 10 CFR guidance 

documents will be issued or revised. 

It is planned that every 10 CFR Guidance document will be reviewed. Based on 

the type of document and current use, it will be relocated from the inspection 

manual to another document collection; redefined as another program 

document, such as an IMC or IP; or deleted entirely. 

03.03 Support Information for Inspection Manual Documents. 

a. Table of Contents. The introductory outline of the Manual’s structure and listing 

of the Manual’s active program documents. 

b. Attachment. Material that is relevant to a document but is too detailed or 

extensive to be practically included directly in the body of the document. 
Issue Date: 10/29/09 3 0040 

Attachments generally are in the form of a numbered table, exhibit, figure, 

appendix, etc. 

0040-04 RESPONSIBILITIES AND AUTHORITIES 

04.01 Originating Organization. Following are responsibilities of the originating 

organization. 

a. Develops and revises program documents necessary to carry out assigned 

organizational programmatic responsibilities. NRR will ensure that all Reactor 

Oversight Process (ROP) program documents conform to IMC 0308, “Reactor 

Oversight Process Basis Document,” as applicable. ROP program documents 

that relate to the security cornerstone require approval by the Chief, Reactor 

Security Oversight Branch (RSOB), NSIR. 

1. NRR will ensure that NRR Office Instruction OVRST-102, “NRR 

Procedures for Processing Inspection Manual Documents” is 

implemented. 

2. NMSS will ensure that the Policy and Procedure (P&P) Letter 1-76, “Office 

of Nuclear Material Safety and Safeguards’ Procedures for Processing

Inspection Manual Chapters and Inspection Procedures,” is implemented. 

3. FSME will ensure that FSME Policy and Procedure 6-8, “Office of Federal 

and State Materials and Environmental Management Programs

Procedures for Processing Inspection Manual Chapters and Inspection 

Procedures,” is implemented. 

b. Performs tasks consistent with internal office guidance, such as preparing 

memoranda, to obtain comments on proposed new and revised program 

documents from other organizations and stakeholders. 

1. ROP program documents require the approval of the Branch Chief of the 

Reactor Inspection Branch (IRIB) or the Performance Assessment Branch 

(IPAB), as applicable. 

2. Non-ROP program documents from NRR, NRO, NMSS, FSME, or NSIR 

require the approval of the deputy director of the division responsible for 

the inspection program. NSIR originating documents affecting other 

program offices require the following additional authorization: 

(a) Deputy director of the program office 

(b) For NRR only, additional approval of the Chief, IRIB

c. Performs comment resolution and creates a comment resolution summary page 

for each program document. 
Issue Date: 10/29/09 4 0040 

d. Identifies training needs associated with performing new or revised procedures 

required in an IP or a TI, as described in subsection 06.01 of this IMC. 

e. Obtains the necessary approval for any increase in the Full Time Equivalent 

(FTE) inspection effort specified in a program document. 

f. Informs NRC technical staff of a pending procedure change and ensures that 

required training is provided before the procedure is issued. 

g. Prepares and routes final drafts of newly created or modified program 

documents to the originating organization’s Inspection Manual (IM) Coordinator 

when ready for issuance, in accordance with applicable internal office guidance. 

h. Ensures that a TI is managed by: providing guidance for follow-up and closure of 

the TI, including specific regional responsibilities; clearly distinguishing 

mandatory requirements; reviewing and analyzing TI results; giving feedback to 

the appropriate managers, as necessary; determining whether additional 

inspection is needed as follow-up to the TI; and submitting the document issuing 

form (Exhibit 1A, 1B, 1C, 1D, or 1E) to the IM Coordinator of the originating 

office when initiating or deleting the TI. 

i. Conducts a review of each of its program documents to determine whether it 

should be revised or deleted. 

j. Informs the NRC staff in the affected division about evaluation, revision, or 

deletion of a program document. 

k. In cases where the program document impacts another office of the NRC, 

through shared use of resources or scheduling; communicates the parameters 

and scope of the proposed program document early in the process; includes the 

other office in the comment seeking and resolution process; and adds an 

additional signature line on the Document Issuing Form for the other office’s 

management (branch chief or higher).

04.02 For ROP (Reactor Inspection Programs). 

a. Director, Division of Inspection and Regional Support (DIRS). Coordinates 

inspection policies, programs, and guidance for nuclear reactors. 

b. Deputy Director, DIRS: 

1. Reviews regional best practices and initiatives for possible incorporation 

into the reactor inspection program. 

2. Ensures that all ROP program documents conform to IMC 0308, “Reactor 

Oversight Process Basis Document.” 

3. Approves the content of ROP documents necessary to carry out assigned 

program functions. 
Issue Date: 10/29/09 5 0040 

4 Confirms that a ROP document meets the requirements of this IMC prior 

to signing the document issuing form (Exhibit 1A). 

c. Chief, IRIB. Reviews and approves content for all inspection manual documents 

that relate to the ROP and reactors except for those owned by IPAB. 

d. TI Coordinator, IRIB. Reviews all TIs that relate to the ROP and reactors before 

they are submitted to the NRR Inspection Manual Coordinator for processing.

04.03 For Non-ROP (NRR, NRO, NMSS, FSME, and NSIR). 

a. NMSS appoints NMSS Inspection Manual Coordinator. 

b. FSME appoints FSME Inspection Manual Coordinator. 

c. NSIR appoints NSIR Inspection Manual Coordinator. 

d. NRO appoints NRO Inspection Manual Coordinator. 

e. Non-ROP Inspection Programs Deputy Director: 

1. Deputy director or director approves the content of documents necessary 

to carry out assigned program functions. 

2. Confirms that document meets the requirements of this IMC prior to 

signing the document issuing form (Exhibit 1A, 1B, 1C, 1D, or 1E). 

3. Approves and signs requests for comments on program documents in 

accordance with applicable office guidance. 

04.04 Inspection Manual Coordinators (NRO, NMSS, FSME, and NSIR). 

a. Ensure that the appropriate inspection program organizations, NRC regional 

offices, and other affected NRC offices are given the opportunity to comment on 

documents affecting their programs. 

b. Verify that the requirements of this IMC are met in the preparation and approval 

of program documents. 

c. Ensure that the policies and procedures outlined in their office’s internal 

guidance (e.g., P&P Letter 1-76 for NMSS and P&P Letter 6-8 for FSME) have 

been followed.

d. Track the progress of draft program documents submitted to them for issuance 

and make the status of submitted documents available to those who submitted 

them, from the date of submission to the date of issuance. 
Issue Date: 10/29/09 6 0040 

e. Accept final drafts of newly-created or modified documents prepared by the 

originating office for submission to the NRR Inspection Manual Coordinator for 

final processing and issuance. 

04.05 NRR Inspection Manual Coordinator. 

a. Performs the same tasks as the other IM Coordinators, as described above for 

NRR, including ensuring that the policies and procedures of NRR Office 

Instruction OVRST-102 have been followed, and also:

b. Accepts final drafts of newly-created or modified program documents from IM 

Coordinators of other offices for issuance in the Manual. No documents should 

be accepted from any individual other than an IM Coordinator identified in 

advance by the originating office’s management. 

c. Returns final drafts of program documents to the IM Coordinators of originating 

offices other than NRR when further changes are required. 

d. Ensures that all format and other requirements have been met for final drafts of 

program documents. For program documents originating from offices other than 

NRR, the approvals of the office and division management will be accepted with 

respect to content. 

e. Assures availability of inspection program documents through the NRC’s 

Agency wide Documents Access and Management System (ADAMS) and the 

NRC Web site. 

f Updates the Inspection Procedure Authority File of NRR’s Reactor Program 

System/Inspection Procedure Authority System (RPS/IPAS). 

g. Tracks the progress of draft program documents and makes the status of 

submitted documents available to the IM Coordinators who submitted them, 

from the date of submission to the date of issuance. 

0040-05 GENERAL INSTRUCTIONS FOR ALL DOCUMENT TYPES 

All ROP program documents must conform to IMC 0308, “Reactor Oversight Process 

Basis Document.” If changes or revisions alter the scope or basis of a program 

document, appropriate updates to the ROP Basis Document are required. Once the 

need for a basis change is recognized, the appropriate changes to IMC 0308 should be 

written and provided to the IMC 0308 owner for incorporation into the next issuance of 

IMC 0308, which will occur approximately every year. 

Consider the impact that changes in a particular Manual document (e.g., IMC, IP, or TI) 

will have on other Manual documents. Contact the originating office of the affected 

Manual document(s) and coordinate further changes that are essential to maintaining 

consistency within the Manual. 
Issue Date: 10/29/09 7 0040 

05.01 Plain Writing Guidance. State clearly what the NRC technical staff is to do. Use 

specific and objective words. State who, what, when, where, and why. State 

conditions, limitations, and exceptions separately. Write in a readable style in simple 

English. It is not just desirable for an NRC technical staff to understand your writing; it 

is mandatory. 

a. Use short words, short sentences, and short paragraphs. If possible, avoid 

words that are not in common use outside of the NRC unless they are defined or 

explained. (Most of the program documents are publicly available). Divide long 

drawn-out sentences into two or more sentences. Try to limit paragraphs to 10 

lines or less. Reorganize material to break lengthy, complex paragraphs into 

several paragraphs or a list. 

b. Read and edit draft material from the user’s perspective. Replace wordy 

prepositions (“in the vicinity of”) with one-word prepositions (“near”). 

c. For further guidance, refer to NUREG-1379, “NRC Editorial Style Guide,” and 

the Government Printing Office Style Manual (latest edition). These references 

can be found under the Plain Language Action Plan on the internal website. 

Also refer to Webster’s dictionary (latest edition). 

d. Terminology must be consistent. Do not use two or more words for the same 

idea, concept, or activity. Except for abbreviations in common use, show the 

complete word, title, or phrase the first time it is used with the abbreviation in 

parenthesis immediately after. An example is service water system operational 

performance inspection (SWSOPI). 

e. The originator must make clear what is mandatory of NRC technical staff and 

what is discretionary. For example, use “must,” “shall,” and “will” to indicate 

mandatory requirements and “can,” “may,” “might,” and “should” to convey 

discretion. 

f. Since Web links can change, the insertion of a Web link in a document is not 

preferred and should normally only be used to provide supplemental, non-critical 

information.

g. For new documents or those that contain extensive revisions, the originator 

should follow the Agency procedures for technical editing assistance.

05.02 Program Document Requirements. All drafts and final documents shall be 

prepared in Microsoft Office Word (MS Word), be consistent with this IMC Format, and 

be stored in ADAMS. Exhibit 6 provides guidance in using MS Word to prepare Manual 

documents.) 

a. Format requirements listed in Exhibit 5 for tab settings, margins, horizontal 

graphics line, footers, and page numbering, must be followed. 
Issue Date: 10/29/09 8 0040 

b. On the first line, centered, capitalized, and in Arial 19-point bold font, the words 

NRC Inspection Manual shall be entered; and against the right margin, the 

organizational code in Arial 10-point font, entered. 

c. The main body and the footer must be in Arial 12-point font, fully justified. Do 

not use bold, italic, shadow, or other appearances. Underline may be used for 

emphasis. The only exceptions are charts and graphs that may appear in the 

main body, and commitments, which are required to be in italics (see subsection 

06.03 of this IMC). 

d. All footers shall be the same throughout the entire document with the following 

format: the issue date at the left margin and the document number at the right 

margin. Page numbers should be located at the bottom center of each page, 

and numbering should restart with each new component: the table of contents 

(if any) in lower-case Roman numerals; the body of the document with Arabic 

numbers; and exhibits, tables and attachments with a designating prefix (letter 

or letter/number combination), hyphen, and number (e.g., the third page of 

Exhibit 4 as E4-3). 

e. The last page(s) of a program document shall list the revision history (see 

subsection 06.06 of this IMC) to include: a brief description of the scope of the 

revision, training required as a result of the change, the date the training was 

completed, ADAMS accession number for comment resolution summary, and 

commitment tracking identification numbers specific to the document (see 

Exhibit 3). 

f. The Manual document must be placed in ADAMS. The originator should ensure 

version control when revising and creating Manual documents by using the 

ADAMS check-out and check-in procedures and other version control 

techniques for exclusive use of official copies from ADAMS. 

g. All new or substantially revised Manual documents should be reviewed by an 

Agency technical editor. 

05.03 Revisions to Documents. When Manual documents are revised, the entire 

document is reissued. To make revisions, edit the MS Word version of the current 

document. First remove the existing vertical lines in the margins showing revised text 

and the red font of changed text by performing the operation: File Save/Remove 

Hidden Data. Then set up the Track Changes options in MS Word to display insertions 

in red and Changed Lines in the Outside Border (see Exhibit 6). Set the Reviewing 

Toolbar to “Always Show Balloons” and remove them by right clicking on the affected 

text and accept the change. In the case of a total rewrite of a document, it is not 

necessary mark the changes in red with lines in the margins. Revisions are issued by a 

change notice. Major changes to the document must be noted in the revision history 

page (see subsection 06.06 of this IMC). 

05.04 References. References must be directly relevant to the document and 

essential to its completion. References may not be used simply to convey historical 

information. References to another inspection program document must include the type 
Issue Date: 10/29/09 9 0040 

of document, the number, and the section or appendix (e.g., IMC 2500-05.01; IMC 

2500, Appendix A). Reference to another section of the same document should include 

a phrase such as ‘subsection 04.01 of this IMC.’ 

Any commitment being added to a document (such as requirements of a generic letter) 

shall also be listed in the section where it appears and identified with a commitment 

tracking number as described in subsection 06.03 of this IMC. Commitments must also 

be included under the commitment section of the revision history page. 

05.05 Incorporating Other Documents. Documents from the NRC or other agencies 

may be incorporated by reference into Manual documents when necessary to conduct 

the inspection program. 

05.06 Requests for Guidance, Revisions, and New Documents. 

a. Requests for guidance, new documents, and revisions to documents applicable 

to the ROP should be initiated using the Feedback Process, as described in IMC 

0801, “Reactor Oversight Process Feedback Program.” This process will track 

the requests through the evaluation and editing periods. 

b. Requests for guidance, new documents, and revisions to documents other than 

those applicable to the ROP should be addressed to the Deputy Director, DIRS/ 

NRR for reactor inspection programs or to the applicable manager in NRO, 

NMSS, FSME, or NSIR. 

0040-06 DOCUMENT PREPARATION AND PROCESSING 

06.01 Training Considerations. When planning to revise an existing document or 

create a new document, assess the need for NRC technical staff to be trained. This 

determination should consider whether written guidance already exists, the complexity 

of the activity, and the frequency in which the staff performs the activity. In general, 

training should be developed for activities that require a new skill, are complex in 

nature, or require a subject matter expert to answer questions. When training is 

required, the originating organization is responsible for developing the technical content 

and determining the most appropriate training method. Training methods include 

updating written guidance, conducting a teleconference or video conference, recording 

the training on video tape, developing computer or Web-based training, adding selfstudy or on-the-job training standards to existing qualification requirements, or 

conducting regional presentations. The selection of the training method should consider 

the time needed for all affected staff to complete the training, since the new or revised 

document should not be issued until training is complete. 

06.02 Document Preparation. Develop a new document in the current version of MS 

Word, using the structure and format requirements, as applicable, contained in this IMC. 

Use the current official Manual document as the starting point for a revised Manual 

document. Retrieve the MS Word of the document from the NRC Web site and save it 

as a separate working file. To retrieve the most recent MS Word version: go to the NRC 
Issue Date: 10/29/09 10 0040 

internal home page and follow these steps, click on: (1) Organization, (2) click on NRR, 

(3) click on ROP Digital City, (4) under the pull-down menu labeled Inspection 

“Documents,” click on type of Manual document, and (5) locate the number of the 

document. The MS Word file is at the right. 

06.03 Incorporating Generic Requirements. 

a. There are instances when specific inspection requirements are placed in an 

inspection procedure to satisfy a generic requirement (e.g., identified in a 

generic or bulletin). When adding the commitments of a generic requirement to 

a Manual document, the requirement shall be identified as follows: 

1. The text that defines the commitment shall be italicized. This is a specific 

exception to the requirement not to use italic text type in a program 

document for emphasis. Spacing before and after the text should be such 

that the information clearly stands out within the document. 

2. A commitment tracking number shall be assigned using the next 

sequential number available for that procedure. This number shall be 

bracketed and entered following the italicized text (e.g., [CX]); and the 

commitment tracking number, added to the revision history page. 

b. To delete a generic requirement that is no longer valid, the approval of the 

respective division director is required. 

 For IMC 0040, the following commitment applies: 

 To ensure that generic inspection requirements are not inadvertently 

deleted through a revision to a procedure, a review of the revision history 

section shall be performed. If the revision history does not cover a 

minimum of 4 years, then a review of the change notices from the past 4 

years for that document shall be performed and the results documented in 

the revision history page. Change Notices are located on the external 

NRC Web Page. [C1] 

06.04 Regional and Office Comments. Drafts of new or substantially revised 

inspection program documents must be sent for review and comment to offices that will 

be affected by the changes. Documents that will have an effect on more than one 

office, i.e., NRO, NMSS, FSME and NSIR, need to be routed through the appropriate IM 

Coordinators to ensure affected divisions and regions have had the opportunity to 

comment on the document. IM Coordinators in NRO, NMSS, FSME, and NSIR should 

follow the appropriate internal office guidance (e.g., Office Instruction OVRST-102 for 

NRR, P&P Letter 1-76 for NMSS, and P&P Letter 6-8 for FSME). Each office’s IM 

Coordinator shall ensure comments from regional offices and other internal 

stakeholders of the document have been obtained according to the applicable office 
Issue Date: 10/29/09 11 0040 

guidance. It is the responsibility of the originating office to obtain comments, perform 

comment resolution, and create a comment resolution summary page for each 

document. For NRR documents, the NRR Inspection Manual Coordinator prepares the 

memorandum requesting comments for signature by the Branch Chief of IRIB or IPAB, 

as applicable. The memorandum requests that comments be sent directly to the 

technical person, with a copy to the NRR Inspection Manual Coordinator. 

The purpose of the commenting period is to resolve issues specific to the proposed 

change to the document. Comments outside the scope of the proposed change are not 

appropriate for this process and should be submitted using the Feedback Process (see 

subsection 05.06 of this IMC). 

Comments from the regions are important because the regions implement the 

inspection programs. However, requests for their comments must be controlled so they 

do not become burdensome on their workload. Minor, non-substantive changes do not 

need to be sent to the regions for comment. In those cases, the comment resolution 

column of the revision history page is marked N/A (see subsection 06.06 of this IMC). 

Determine if a document must be sent to the region by answering the following 

questions: 

a. Will the proposed document affect regional resources? 

b. Will the document significantly affect regional programs? 

c. Is a regional perspective really needed? 

d. Are the regions interested in the subject? 

e. Does the document represent a major policy change? 

If the answer to any of the questions is “yes,” then a draft of the document should be 

sent to all regions and other affected offices for comments. 

The rules for sending draft documents to the regions for comments are: 

a. Send only final drafts. 

b. Identify a technical person in the originating office who the regions can contact 

to discuss the document. 

c. Prepare the request far enough in advance of the document’s deadline to allow 

for review of not less than 30 calendar days. 

d. For NRR program documents, address the memorandum requesting comments 

on the document(s) to the DRP Division Director and Deputy and the DRS 

Division Director and Deputy. The memorandum should also indicate that a 

copy will be sent to the Deputy Regional Administrator and a cognizant regional 

branch chief. 
Issue Date: 10/29/09 12 0040 

e. For requests for regional comments on new or revised Manual documents that 

involve major policy changes, send a copy to the Office of the Deputy Executive 

Director for Regulatory Programs and the Office of the Inspector General. 

06.05 Comment Resolution. The originating office will include a copy of all substantive 

written comments received with their disposition briefly noted in the document issuing 

package. The originator will then enter the final version of the comment resolution 

summary into ADAMS and list the accession number on the revision history page. The 

comment resolution summary should not normally be publicly available. (See Exhibit 2 

for an example of a comment resolution summary.) 

06.06 Update or Create Revision History Page. Maintaining a revision history page 

will ensure that requirements are not inadvertently deleted. If a revision history page 

does not already exist for the document, it shall be created by the originator using 

Exhibit 3 as an example. The first time the document is issued, the “Description of 

Change” column shall include a statement that a four-year historical search for 

commitments was conducted and whether or not commitments were found. For 

operating reactors, when applicable, ROP feedback form numbers shall be listed in the 

“Description of Change” column. The issue date will be filled in by the NRR Inspection 

Manual Coordinator prior to issuing the final document. The training completion date (if 

training is required) in all cases shall be prior to the document issue date. 

Note: The revision history page identifies certain commitments. In addition to being 

used as a mechanism for knowledge transfer and to generate the change notice, it also 

is a way to quickly identify why the document was created or modified and the last time 

it was reviewed. Documents not containing a revision history page will be returned to 

the originator for correction. 

06.07 Document Issuing Package. It is the responsibility of the IM Coordinator of the 

originating office to ensure that all documents are correctly formatted prior to routing to 

the NRR Inspection Manual Coordinator. Exhibits 4 and 5 shall be used to meet this 

requirement. Documents failing to adhere to the guidelines provided in these exhibits 

will be returned to the IM Coordinator of the originating office, and then to the originator 

for correction. 

Before routing the document to its IM Coordinator, the originating organization shall 

enter the final document into ADAMS and prepare a document issuing package. The 

document and the comment resolution summary shall be entered into an ADAMS 

package; the comment resolution summary shall be profiled as non-publicly available. 

Owner rights to the final document shall be granted to the originating office IM 

Coordinator and the NRR Inspection Manual Coordinator. A complete document 

issuing package consists of the following: 

a. A completed and signed paper copy of the document issuing form (Exhibit 1A, 

1B, 1C, 1D, or 1E). If more than one office provides input to creating or revising 

a document, additional signature lines may be added to the document issuing 

form. If the resources of another office are anticipated to be used in the 

inspection activity, an additional line for the signature of a branch chief or deputy 

director of that office must be added. Electronic files of the document issuing 
Issue Date: 10/29/09 13 0040 

forms (Exhibit 1A. 1B. 1C. 1D, and 1E) are posted on the NRR ROP Digital City 

website (from the NRC internal home page, go to NRR, then ROP Digital City, 

and then select the office document issuing form from the bottom, left pull-down 

menu, “Forms, Templates, Sample Reports and More”).

b. A paper copy of the final version of the document to be issued, including color 

copies of any graphics or exhibits that are intended to be shown in color. The 

paper document should be identical to the electronic version of the document in 

ADAMS. 

c. A paper copy of the comment resolution summary (see Exhibit 2). 

d. A completed ADAMS Document Submission Form (Form 665P) for the package 

that will include the final document to be issued and the comment resolution 

summary. It is required that a Sensitive Unclassified Non-Safeguards 

Information (SUNSI) review be completed before a Manual document is issued; 

and the words, ‘SUNSI Review Complete’ are required in the keyword field of 

the ADAMS profile, when appropriate. 

06.08 Deleting Documents. For documents for which the inspection activity is 

complete or no longer applicable, the originating organization shall submit the 

Document Issuing Form (Exhibit 1A, 1B, 1C, 1D, or 1E), with the box, “Deletion” 

checked and write the reason for deletion. The document will be removed from the 

active documents of the Inspection Manual that are listed in the Table of Contents and 

posted on the Web. Deleted documents will be saved in ADAMS (see 04.05 (h) of this 

manual chapter).

06.09 Manual Coordinator’s Review. The originating organization of any NRO, NMSS, 

FSME, or NSIR document shall route all document packages to the respective office’s 

IM Coordinator for review. Upon satisfactory review, the originating office’s IM 

Coordinator then shall submit the document to the NRR Inspection Manual Coordinator. 

NRR documents are routed directly to the NRR Inspection Manual Coordinator. 

Documents submitted to the NRR Inspection Manual Coordinator that are not ready for 

issuance will be returned to the IM Coordinator of the originating office for correction, as 

required. The NRR Inspection Manual Coordinator reviews the document for 

publication. 

06.10 Final Approval. Final approval of program documents for inclusion in the 

Manual is given by the deputy director of the originating office. The NRR Inspection 

Manual Coordinator will publish the change notice on the NRC Web site. 

06.11 Standard Distribution of Manual Documents. New and revised Manual 

documents are distributed by publication of a change notice. IM Coordinators outside of 

NRR shall ensure that the document gets the widest dissemination necessary in 

accordance with internal office policy. 
Issue Date: 10/29/09 14 0040 

0040-07 DOCUMENT TYPES AND FORMATS 

07.01 Inspection Manual Chapters. IMCs are used to describe inspection programs 

and include the following: 

a. Table of Contents. Due to the amount of information provided in an IMC, a table 

of contents shall be included to allow the user to make more efficient use of the 

document. Pages of the Table of Contents shall be numbered with lower-case 

Roman numerals. 

b. Section 01, “Purpose.” Provides a broad statement of the topic covered by the 

IMC. 

c. Section 02, “Objectives.” Used to state the aim of the program or functions 

covered by the IMC. This section is not required if this information is already 

covered in Section 01. 

d. Section 03, “Applicability.” Identifies the type of facilities, operations, actions, or 

population for which the IMC is applicable. The applicability section is optional. 

e. Section 04, “Definitions.” A definition is only necessary if the term is used in a 

special sense or the meaning may not be clear to the user. 

f. Section 05, “Responsibilities and Authorities.” Provides a brief description of 

ownerships arranged from higher to lower levels of authorities. 

g. Section 06, “Requirements.” This section is used to provide the specific 

instructions of the IMC. Additional sections can be used beyond 06, as required, 

to provide better structure to the document. 

07.02 Inspection Procedures. IPs describe the activities to be performed by an 

inspector to implement a part of an inspection program. IPs include the following 

sections: 

 a. “Program Applicability.” Identifies the IMC(s) to which the IP applies. 

b. Section 01, “Inspection Objective(s).” States the objective(s) of the IP. 

c. Section 02, “Inspection Requirement(s).” Describes the requirements for 

completing the procedure and achieving its objectives. This section may specify 

systems, components, and records to be inspected. This section may also 

specify inspection methods such as sampling (including sample sizes), 

observation, records review, and interviews. The IP should not involve 

excessive reviews of documents. Some auditing of documents (e.g., reports, 

analyses) may be necessary, but the emphasis should be on inspecting 

equipment and observing licensee activities. Ensure it is clear to the inspector 

what portions are mandatory and what, if any, are optional. Ensure each 

inspection requirement has a specific number or letter assigned to it for 
Issue Date: 10/29/09 15 0040 

identification purposes in the Inspection Guidance section of the IP if the two 

sections are separate. 

Note: Requirements and Guidance are both required in an IP; however, they can be 

written as one section or as two separate sections, according to specific organizational 

needs. 

d. Section 03, “Inspection Guidance.” This section may offer general as well as 

specific guidance on inspection requirements. Specific guidance is intended to 

directly help the inspector in performing the requirements stated in Section 02 of 

the procedure. It explains how individual requirements can be accomplished 

and alerts the inspector to potential problems. For new procedures, the 

guidance section can be used to tell the inspector how the originating office 

intended the requirements to be accomplished. For existing procedures, the 

guidance should reflect experience gained or problems encountered in 

performing the inspection. If no guidance is given for a requirement, use the 

phrase, “No inspection guidance.” 

e. Section 04, “Resource Estimate.” An estimate of the average time needed to 

complete the inspection (not including preparation and documentation time). 

This estimate is for broad resource planning and is not intended as a measure 

for judging the inspector’s or the region’s performance. Actual inspections may 

require substantially more or less time, depending on the individual 

circumstances. 

f. Section 05, “References.” Lists documents that will be immediately helpful to 

the inspector in performing the inspection procedure. If documents have been 

fully referenced in the text, this section may be omitted. The last item in 

references to NRC documents is the ADAMS accession number (e.g., 

ML003717333). Regulatory guides and industry standards and codes do not 

need an ADAMS accession number. 

 The reference section is not intended to be a historical listing of documents 

about the inspection area. It should be limited to those references directly 

relevant to performing the procedure. Manual documents should not reference 

documents, policies, or practices of the Institute of Nuclear Power Operations 

(INPO). 

 Procedures for the risk-informed baseline inspection program for reactors may 

include requirements and guidance in attachments to the procedures. For this 

program, the attachments correspond to “inspectable areas” within the 

“cornerstones of safety” that form the foundation of the ROP (see IMC 2515). 

g. Section 06, “Procedure Completion.” Defines the minimum sample size to be 

inspected and reported in the RPS in order to consider the procedure complete. 

Describes what is meant by inspection sample(s) and how samples are counted. 

07.03 Temporary Instructions (TIs). A TI is primarily used as a one-time inspection of 

a significant generic safety issue; however, it can also be used as a one-time collection 
Issue Date: 10/29/09 16 0040 

of information under certain circumstances. Information-gathering TIs in the ROP must 

be preceded by an e-mail to the IRIB Branch Chief. The e-mail should state why the 

information is needed, how the information will be used, why the information cannot be 

obtained by other means, and the approximate resources it will take. 

A TI is usually in effect from12 months to 24 months. If a TI will be in effect for less 

than12 months or more than 24 months, the originator must provide a special 

justification to the IRIB Branch Chief by e-mail. TIs may require follow-up inspections. 

Each TI has an expected completion date and an expiration date. If the stated purpose 

of the TI has not been accomplished by the expiration date or if there is a need to add 

clarification to existing requirements and guidance, the originating organization may 

revise and reissue the TI. The revised TI must be accompanied by a document issuing 

form (Exhibit 1A, 1B, 1C, 1D or 1E) justifying the re-issuance. TIs are the only Manual 

documents that use revision numbers. Revisions of other Manual documents are 

indicated only by the new issue date. 

TIs shall contain the following information: 

a. Cornerstone (for ROP TIs only). Lists the cornerstone(s) for which the TI is 

applicable. 

b. Applicability (for ROP TIs only). Identifies the facility or facilities, site(s), and 

unit(s) for which the TI is applicable.

c. Section 01, “Objective(s).” Lists the objective(s) of the TI. For multiple 

objectives, use a bulleted list. This section also states whether the nature of the 

TI is performance-based or information-gathering. 

d. Section 02, “Background.” Provides critical pertinent background information to 

assist in TI implementation and the reasons for issuing the TI. 

e. Section 03, “Inspection Requirements.” This section presents, in a numericallyordered list of distinct, concise statements, the specific inspection items that 

need to be accomplished in order to meet the objective(s) stated in Section 01. 

TIs emphasize observing activities. They are not to be used for solely reviewing 

documents. TI requirements should be performance-based, clearly stated, and 

focused on the implementation of programs, modifications, and procedures. 

However, TIs that are information-gathering by nature may involve inspection 

requirements that are slightly different from performance-based requirements. 

f. Section 04, “Guidance.” Provides guidance to the inspectors implementing the 

TI inspection requirements. Each subsection of guidance should clearly relate 

to the applicable inspection requirement for which it is providing additional 

information.

It may be useful, but not necessary, to separate each subsection of guidance 

into General and Specific guidance. 
Issue Date: 10/29/09 17 0040 

g. Section 05, “Reporting Requirements.” States where and how the TI results will 

be documented. In most cases, TI results are documented in inspection reports, 

in accordance with IMC 0612, Power Reactor Inspection Reports.” The TI shall 

specify the location and information required to be documented. In cases where 

the inspection results are not to be documented in a routine inspection report, 

sufficient additional information must be provided regarding the specific 

reporting requirements. Any non-standard distribution of reports documenting 

the TI inspections should be specified in this section (e.g, filling out a table that 

is attached to the TI and e-mailing it to NRR for review). 

h. Section 06, “Completion Schedule.” This section includes an expected date for 

completion of the TI. This date should be reasonable and should precede the 

expiration date of the TI to allow the originating organization sufficient time to 

interpret, analyze, and report the TI results. For ROP TIs, completion dates 

should be either June 30 or December 31 of a calendar year to comply with RPS 

requirements. 

 A TI is usually in effect from 12 to 24 months. If a TI will be in effect for less 

than 12 months or more than 24 months, the originator must provide a special 

justification to the IRIB Branch Chief via e-mail.

i. Section 07, “Expiration.” States the effective duration of the TI and includes an 

expiration date, which marks the official end of the TI. In establishing the 

expiration date for TIs under the ROP, consider the amount of time beyond the 

completion date the staff will need to complete the inspection report and 

associated enforcement activities. After the expiration date, no resources shall 

be charged to the TI, and the originating organization shall follow the procedures 

described in subsection 06.09 of this IMC to delete the TI from the Inspection 

Manual. 

j. Section 08, “Contact(s).” This section identifies the originating organization 

(office, division, and branch) and the name, phone number, and e-mail address

of technical contact(s) who are designated to answer questions about the TI. 

Usually the author of the TI is considered the lead technical contact. Other 

technical contacts may include, but are not limited to, other staff within the 

branch and the immediate supervisor of the technical lead.

k. Section 09, “Statistical Data Reporting.” This section identifies temporary 

instruction number(s), the associated charge codes (e.g., Inspection Procedure 

Authority System (IPE) and activity codes) for the TI and, if necessary, the 

inspection procedure and code to which an inspector should charge time for any 

follow-up inspections after the TI has been completed. For ROP-related TIs, all 

inspection effort should be charged to TI 2515/XXX (which represents the 

number of the TI), the IPE code of TI, and the activity code of TIP for preparation 

or TID for documentation. 

l. Section 10, “Resource Estimate.” This section presents an estimate of the direct 

inspection effort (DIE) in hours per unit or site needed to complete the TI 

inspection requirements. The estimated average time should include a band 
Issue Date: 10/29/09 18 0040 

(i.e., a low and a high estimate). If the resources during the implementation of 

the TI can be attributed to other IPs other than the TI, provide a list of potentially 

applicable IPs, and an estimate (in hours) of the potential usage.

j. Section 11, “Training.” This section states the required training needed in order 

to successfully accomplish the inspection requirements. If the necessary 

training needed is covered by IMC 1245, Qualification Program for the Office of 

Nuclear Reactor Regulation Programs,” stating the applicable appendix of IMC 

1245 will suffice. 

k. Section 12, “References.” Lists documents that will be immediately helpful to 

the inspector in performing the TI. If documents have been fully referenced in 

the text, this section may be omitted. 

When the originating organization determines that the stated purpose of the TI has been 

accomplished, it shall prepare a final report documenting the TI results for distribution to 

pertinent staff no later than the expiration date. The final report may also recommend 

additional inspections or changes to the inspection program. In those cases, the Chief, 

Reactor Inspection Branch, shall be added to the distribution. 

When the stated purpose of the TI has been accomplished, the originating organization 

will delete the TI by submitting a document issuing form (Exhibit 1A, 1B, 1C, 1D, or 1E) 

to the IM coordinator. All TIs shall be deleted by the expiration date.

07.04 Appendix. An appendix may contain additional instructional material. 

Appendixes must pertain to the IMC, IP, or TI to which they are appended. They should 

not contain policies, responsibilities, or requirements, which are to be covered in the 

basic document. 

a. Purpose. Briefly explain why an appendix is being provided. 

b. Background. Provide necessary information to understand the guidance of the 

appendix, as well as its context. 

c. Discussion. Provide necessary detailed information for the appendix. 

07.05 Table. Every table should have a number (Table 1, 2, etc.) and should be cited 

in the text by that number. In general, tables should have titles. 

07.06 Figure. Every figure should have a number (Figure 1, 2, etc.) and should be 

cited in the text by that number. In general, figures should have titles. The NRC 

Graphic Services Section, Office of Administration, is available to prepare figures. 

07.07 Exhibit. Every exhibit should be numbered (Exhibit 1, 2, etc.) and should be 

cited in the text by that number. 

07.08 Issue Date. The issue date is on each page of the document in the form 

XX/XX/XX and is placed at the lower left of the page (as illustrated in this IMC). The 

issue date is omitted from the first page of an IMC that contains a Table of Contents. 
Issue Date: 10/29/09 19 0040 

The actual date will be entered by the NRR Inspection Manual Coordinator before the 

document is issued. 

07.09 Document Number. The document number is put at the bottom right of all 

pages containing an issue date. Revisions of Manual documents have the same 

number as the original document. The NRR Inspection Manual Coordinator is 

responsible for assigning numbers for new Manual documents. Office Inspection 

Manual Coordinators and NRR document originators should request the NRR 

Inspection Manual Coordinator to reserve numbers for new Manual documents before 

the document issuing package is prepared. 

END 

Exhibits: 

 1. Document Issuing Forms, 1A, 1B, 1C, 1D, 1E

 2. Example of Comment Resolution Summary 

 3. Example of Revision History Page 

 4. Example of Document Formatting 

 5. Format Requirements Checklist 

 6. Guidance for Using MS Word 

 

Attachment: 

 Revision History for IMC 0040 
Issue Date: 10/29/09 E1A-1 0040 

Exhibit 1A - NRR Document Issuing Form (DIF) 

(posted on ROP Digital City at http://nrr10.nrc.gov/rop-digital-city/index.html - 

“Forms, Templates, Sample Reports & More” pull-down menu) 
Issue Date: 10/29/09 E1B-1 0040 

Exhibit 1B - FSME Document Issuing Form (DIF) 

(posted on ROP Digital City at http://nrr10.nrc.gov/rop-digital-city/index.html - 

“Forms, Templates, Sample Reports & More” pull-down menu) 
Issue Date: 10/29/09 E1C-1 0040 

Exhibit 1C - NMSS Document Issuing Form (DIF) 

(posted on ROP Digital City at http://nrr10.nrc.gov/rop-digital-city/index.html - 

“Forms, Templates, Sample Reports & More” pull-down menu) 
Issue Date: 10/29/09 E1D-1 0040 

Exhibit 1D - NRO Document Issuing Form (DIF) 

(posted on ROP Digital City at http://nrr10.nrc.gov/rop-digital-city/index.html - 

“Forms, Templates, Sample Reports & More” pull-down menu) 
Issue Date: 10/29/09 E1E-1 0040 

Exhibit 1E - NSIR Document Issuing Form (DIF)

(posted on ROP Digital City at http://nrr10.nrc.gov/rop-digital-city/index.html - 

“Forms, Templates, Sample Reports & More” pull-down menu) 
Issue Date: 10/29/09 E2-1 0040 

Exhibit 2 - Example of Comment Resolution Table 

Resolution of Comments for

IMC XXXX (Date) 

Source Comment Added Remarks 

R-I 

The first comment is stated or 

paraphrased. Yes 

No remarks necessary if 

comment incorporated in 

full. 

R-I 

Second comment is stated or 

paraphrased. No 

Explain why comment not 

incorporated into program 

document. 

R-II No comments 

R-III Xxxx xxxxx xxxx xxx xx. Yes Explain why, if comment 

only partially incorporated. 

R-IV Xxx xxxxx xxx xxxx. Yes ... 

NMSS Xxxx xxxx xxxxx xx. Yes ... 

FSME Xxxx xxxx xxxxx xx. Yes ... 
Issue Date: 10/29/09 E3-1 

Exhibit 3 - Example of Revision History Page 

Commitment Tracking Number 

Issue 

Date 

Description of Change Training Needed Training 

Completion Date 

ComAcce

N/A 3/17/06 Editorial changes. 

Completed 4 year historical CN search 

None N/A N/A 

N/A 11/18/04 This document has 

been revised to include feedback from inspectors and also for Editorial changes 

None N/A N/A 

C-1 Reference: Generic Letter (GL) 04-01 

6/16/04 Incorporate comments 

of GL 04-01 

Web-based training for all power reactor inspectors 

4/20/04 ML0
Issue Date: 10/29/09 0040 E4-1

Exhibit 4 - Example of Document Formatting 

NRC INSPECTION MANUAL ABCD 

MANUAL CHAPTER XXXX 

TITLE (All CAPS) 

XXXX-01 PURPOSE (All CAPS starting at third tab) 

Two lines dividing each section. One line dividing paragraphs and subsections. 

XXXX-02 OBJECTIVE(S) (OR POLICY) 

Sections may be subdivided and paragraphed as follows (do not use 02.01 unless there 

is an 02.02): 

02.01 Subsections. Numbered consecutively. Titles are underlined with a period at the 

end. Further subdivisions formatted and numbered as shown below. 

a. Xxxxxxxx xxxxxx xxxx xxxxxxxxxx x xxxxxxx xxxxxxx xxxx xxxxx xxxxxx xxxx x 

xxxxxxx x xxx xxx. 

b. Xxxxxx, “xxxx.” Xxxxxxxx xxxxxx xxxx xxxxxxxxxx x xxxxxxx xxxxxxx xxxx xxxxx 

xxxxxx xxxx x. 

1. Xxxxxxxxx x xxx x xxxxx xxxxxxxxxx xxxx xxxxxxxxxx xxxxxxxxx x xxxxxxx 

xxxxx xxxx xxxx. 

(a) Xxx xxxxxx xxxx xxxxxxxxx xxxxx xxxxx xxxxxxxx xxxxxxxx xxxxx 

xxxxxxx xxxx xxxxxx xxx. 

(1) Xxxxx xxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxx xx xxxxxxxxxx. 

02.02 Xxxxxxx xxxxxxxxxxx. Xxx xxxx x xxxxxxx xxxxx xxxxxxxx xxxxxxxxx x xxxx 

xxxxxx xx xxxx. 
Issue Date: 10/29/09 0040 E5-1

Exhibit 5 - Format Requirements Checklist 

Note: Refer to Exhibit 6 for instructions on how to format using MS Word. 

Margins for all pages: 

G Top margin at 0.75” 

G Bottom margin at 0.50” 

G Left and right margins at 1.0” 

Tab settings for 1st line (NRC Inspection Manual in center and Originating Organization 

code at right): 

G 3.25” Center Tab 

G 6.5” Right Tab 

Tab settings for body of document: 

G Relative to left margin: 0.19”, 0.56”, 1.00”, 1.44”, 1.88”, 2.25”, 2.69”, 3.13”, 3.50”, 

3.94”, 4.38”, 5.19”, 5.63”, 6.06” 

G Default tab stops: 0.42” 

Tab settings for footer: 

 Portrait format: 

G 3.25” Center Tab 

G 6.5” Right Tab 

 Landscape format; 

G 4.5” Center Tab 

G 9” Right Tab 

Page one requirements: 

G Line 1: NRC Inspection Manual in all CAPS in bold Arial 19-point font, centered; 

and originating organization code in Arial 10-point font, against the right margin. 

Example: 

 NRC INSPECTION MANUAL IRIB

G Line 3: Document title in all CAPS in Arial 12-point font, centered with horizontal 

line (6.50 inch width) above and below document title. 

Example: 

MANUAL CHAPTER 0040 

G Lines 4 and 5: Blank 

 G Line 6: Document Name in all CAPS in Arial 12-point font, centered. 

Example: 

PREPARING, REVISING, AND ISSUING DOCUMENTS 

FOR THE NRC INSPECTION MANUAL 
Issue Date: 10/29/09 0040 E5-2

Exhibit 5 (Continued) 

Body of document: 

G 12-point Arial font 

G Justification set to full 

Page numbers: 

G When there is a table of contents, do not number the title page before it. 

G Number the table of contents with lower-case Roman numerals (i, ii, iii). 

G Number the body of the document with Arabic numerals (1, 2, 3). 

G Number each new section following the body with its own prefix (e.g., E1 for 

Exhibit 1, Att1 for Attachment 1), followed by a hyphen, and then an Arabic 

numeral. Begin renumbering with page 1 for each new section (E1-1, Att1-

1). 

Footers: 

G ‘Issue Date: XX/XX/XX’ against left margin 

G Page number in center 

G ‘(Document Number)’ against right margin 

G 12-point Arial font 

Official Use Only Document Headers/ Footers: 

G Follow the SUNSI guidance and place the required wording (e.g., “Official 

Use Only”) centered in the headers and footers of all applicable pages. 

Table of Contents: 

G List titles and page numbers for main body of document. 

G List section titles without page numbers for remainder of document. 
Issue Date: 10/29/09 0040 E6-1

Exhibit 6 - Guidance for Using MS Word 

Note: MS Word commands are in bold font. 

Horizontal Lines above and below title: 

G To create the horizontal lines above and below the document title: 

View/Toolbars/Drawing/AutoShapes/Lines. Draw the line with the mouse. 

Verify that the length is 6.50” by right clicking, then Format AutoShape/Size

and adjusting the width, if necessary. 

Margins: 

G File/Page Setup. Enter margins (see Exhibit 5). 

Page Numbering: 

G Create a new section each time the page numbering or formatting changes. 

New sections should be created for the title page, table of contents, main 

body, and each attachment (using the commands: Insert/Break/Next Page 

or Continuous). 

Body of document: 

G For all tab settings, highlight text and then: 

 Format/Paragraph 

 Alignment=Justified 

 Right Indentation=0 

 Line spacing=Single 

 Spacing Before and After=0 

 G In addition, for a,b,c, 

 Left indentation=0.19”, Hanging by 0.37” 

 G In addition, for 1., 2., 3., 

 Left indentation=0.56”, Hanging by 0.44” 

 G In addition for (a), (b), (c) 

 Left indentation=1.00”, Hanging by 0.44” 

 G In addition, for (1), (2), (3) 

 Left indentation=1.44”, Hanging by .44” 

G The correct format can be copied from one section to another by highlighting 

text from the section you want copied, clicking on the Format Paint (brush 

icon), and highlighting the section to which you want the format copied. 

Page numbering in Table of Contents and Main Body: 

G Insert/Page Numbers/Bottom of Page (Footer), Alignment Center.

G Click Format to select number format. 
Issue Date: 10/29/09 0040 E6-2

Exhibit 6 (Continued) 

Sections after the Main Body (e.g., Attachment, Appendix, Figure, Table): 

G Create a new section by inserting a page break (Insert/Break/Next 

Page). 

G If the document contains a table of contents: 

 G Create and assign a new style (e.g., Appendix Title) by highlighting 

the title name and (Format/Styles and Formatting) for the titles of 

all sections following the main body. 

G Enter the footer as follows: 

 G View/Header and Footer to display Header/Footer toolbar. 

 G In the Header and Footer toolbar, select Page SetUp/Layout and 

then ‘Section start at New Page’ and ‘Apply to this section.’ 

 G In the footer, type of the prefix associated with the section 

immediately before the page number (e.g., E6-). 

 G On the main menu: Insert/Page Numbers/Format, ‘Start at 1.’ 

 G On Header and Footer toolbar, click on ‘Link to Previous,’ to remove 

the link from the previous footer. (This is a toggle switch.) 

Table of Contents: 

G Entries in the table of contents for the main body of the document shall list 

titles and page numbers. For attachments that follow the main body, only 

the titles shall be listed. 

G In the Outline View (View/Outline): 

 G Assign Level 1 to the sections: 

 Example: 0040-01 PURPOSE 

 G Assign Level 2 to the 1st line of the subsections that are to be listed 

in the Table of Contents. 

 Example: 03.01 General

 G In the Print Layout View (View/Print Layout): 

 G Create and assign a style (e.g., Header 01) to the number and name 

of every section heading at the 1st level. 

 Example: 0040-01 PURPOSE is assigned the style Header 01 by 

Format/Style/New Style/Enter Header 01. Click and select with the 

mouse all other 1st level section numbers and names and click on 

Header 01. 

 G In the Print Outline View, select with the mouse, the numbers and titles 

associated with each of the subsections that are to be listed in the table of 

contents. Depress ALT + SHIFT + O, and then select Level 2. 

 G Automatically generate the Table of Contents: 

 G Click on the page of the document (it should be a separate section) 

where the Table of Contents is to appear. 

 G Insert/Reference/Index and Tables/Table of Contents.

 G Check only ‘Show page numbers’ and ‘Right align page numbers’ 

and enter show levels: ‘2,’ and ‘tab leader:.....’. 

 G Click on Options and check ‘Styles,’ and ‘Table Entry Fields,’ and 

enter for the ‘TOC level’: Header 01: 1 and Block Text: 2. Uncheck 

all other boxes. 

 G Click OK to generate Table of Contents. 
Issue Date: 10/29/09 0040 E6-3

Exhibit 6 (Continued) 

 G To list names of sections following the main body after the Table of 

Contents: 

 G Position the mouse at the end of the generated Table of Contents 

section. 

 G Insert Reference/Index and Tables/Table of Figures.

 G Uncheck all boxes so that no page numbers will display. 

 G Click options and then check boxes ‘Style’ and ‘Table Entry Fields’ 

with the style name assigned to titles of the attachments (e.g., 

Appendix Title) displayed. 

 G Click OK to generate List of Figures without page numbers. 

 G To change format to Arial 12-point font: 

 G Select text to be formatted with mouse 

 G Format/Font/Select ‘Arial,’ ‘Regular, and ‘12.’ Uncheck all check 

boxes. 

Set the Track Changes Options: 

 G To display the Reviewing Toolbar: View/Toolbars/check Reviewing 

 G In Show pull-down menu, Select Options and set as follows for final 

drafts of documents to be issued:

 G Insertions=Color only, Color=Red 

 G Deletions=None, Color=Red 

 G Formatting=None, Color=Red 

 G Changed Lines=Outside Border, Color=Red 

 G Use Balloons=Always 

 
Issue Date: 10/29/09 0040 E6-4

G For draft documents sent out for comment: 

 G Same as above except Deletions=Strikethrough 

To remove red font and lines in margins 

 G File/Remove Hidden Data/Browse/Name Document/Save 

To display red font and lines in margins: 

 G Double-click on the TRK button (located left of center on bottom toolbar) to 

turn on and off. When TRK is turned off, you can make edits that will not 

show in red or with lines. 

 G If a format balloon appears, right click to accept it and the balloon will 

disappear. 

 G View the entire document to display balloons and remove them by right 

clicking and accepting the changes. 
Issue Date: 10/29/09 

Att1-1

Attachment 1 - Revision History for IMC 0040 

Commitment Tracking Number 

Issue Date Description of Change Training 

Required 

Training Completion Date 

ComAcce

C1 Reference: Davis-Besse Lessons Learned Task Force Item 3.1.2(3) and Problem Identification Form 2005-008 

02/02/04 Revised to ensure that revisions 

of inspection procedures do not inadvertently delete inspection requirements that were added as a result of an event or occurrence that had generic applicability. 

None N/A N/

N/A 11/28/05 Complete rewrite of document 

structure, add requirement for revision history page, minor revision to DIF. Completed 4 year historical CN search 

None N/A ML0

N/A 03/05/07 

CN 07-008 

This document is being revised to update and clarify the processes that will be used to prepare, revise, and issue Manual documents, including processes used by the various NRC offices that conduct inspection. 

None N/A ML0
Issue Date: 10/29/09 

Att1-2

N/A 06/20/07 

CN 07-020 

This document has been revised to establish deadlines for submission of Manual documents in WordPerfect and MS Word formats; update the Office of New Reactors’ document issuing form, pursuant to Feedback Form 0040-1144; and provide greater clarity and incorporate editorial changes in response to Feedback Form 0040-1128. It also serves as a template for a Manual document in MS Word. 

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N/A 08/19/08 

CN 08-024 

The document has been revised to clarify instructions on the use of Microsoft (MS) Word in preparing inspection manual documents, reflect office-related requests to modify document issuing forms, respond to Feedback Forms, and make editorial improvements. 

None N/A ML0

N/A 10/29/09 

CN 09-025 

Relocates program office document issuing forms from IMC 0040 to the NRR Digital City website. Adds a document issuing form for NSIR. Clarifies authorization requirements for documents affecting multiple program offices. Stipulates that no new technical guidance or 10 CFR guidance documents will be issued and that these documents will be relocated in the future. 

None N/A ML0