Data Entry Guidelines

Australian Flood Risk Information Portal - Data Entry Guidelines November 2014


The Australian Flood Studies Database (AFSD) is the main catalogue of flood studies available through the Australian Flood Risk Information Portal (the portal). The AFSD was developed in 2003-2004, and was made available online by Geoscience Australia in 2006. The database provides metadata on Australian flood studies and information on flood risk where it exists. Where available the database also provides a downloadable copy of the flood study and any associated data for flood maps.

The database was designed to capture authoritative Australian flood studies and summaries. It notes the techniques that were used, the data that has been used and the data's custodian. The initial design was developed with the view to encourage commissioning agents to more comprehensively capture relevant metadata in future flood study reports, such as the horizontal and vertical accuracy of surveys and data custodian. It was hoped that in turn, more detailed reporting might then help facilitate, where appropriate, the potential reuse of survey data. The database enables consultants and others tendering and undertaking work for local government to quickly discover existing flood studies relating to an area. Organisations wishing to commission flood studies (particularly small councils with less experience with flooding or risk analysis) may also find exploring the database useful to gain insight into work undertaken in other regions.


The Data Entry Guidelines are intended to familiarise new users with the fields in the AFSD Data Entry Application, as well as provide guidance on completing data entry to a level acceptable for inclusion. This guide is designed to be used by people with a range of experience, from those with very limited experience with flood study reports through to highly experienced flood modellers. The guide outlines the minimum level of information required for each field, and also seeks to clarify some potential issues that may arise during the data entry process. The guidelines may be updated over time to reflect changes in the portal during development.

Any feedback on this guide may be emailed to, noting the guideline version number.

Intellectual property permissions

Some flood studies include additional copyright or disclaimer statements. This information should be read carefully as some studies may require permission to be sought before entering data into the database. Flood studies with such statements should be cleared for inclusion in the database. Please consult with your organisation's intellectual property policy if you have any doubt.

Obtaining a log in and changing account details

Log in details can be provided on request to individuals who either produce, commission or manage flood studies and flood data. The initial request should be by email to and include the following details:

  • Name
  • Job title
  • Place of employment
  • State
  • Email address
  • Telephone contact number

A confirmation email will be sent when the account is established.

Log in and account details can be changed via the home page by clicking the username, after inital log in:

Should a study be entered?

The AFSD is a repository for authoritive Australian flood studies. For a study to be included in the AFSD, it must first satisfy a number of criteria and/or undergo a number of checks. The suitability criteria are designed to ensure a consistent level of detail and content in the AFSD. The criteria include:

  1. The study must not already be in database. The database can be searched via the Australian Flood Risk Information Portal.
  2. The study must be a 'Flood Study', that is, it must include some modelling (usually software based) of flood inundation. Relevant modelling would usually include hydrological estimates and/or hydraulic modelling.
  3. Other related studies, such as floodplain management studies or plans, should be added as attachments to the 'Flood Study', and all relevant information should be included under the flood study entry. For example, damage assessments based on the modelling of a flood study should also be entered into the database, preferably attached to the flood study from which they are derived.
  4. Studies where the primary focus is not to document the techniques and results of a flood study (for example levee construction, town plans, discussion papers and council meetings) should not be included in the database as a new flood study entry. These studies may become additional attachments to relevant flood studies if they add important content to the entry. For example, any completed or planned action resulting from the study could be included as an attachment to the original study.
  5. Documents that are in a preliminary draft state (e.g. hand written comments or an incomplete document) should generally not be included in the database. Contacting the person who provided the report to obtain the final report is encouraged. If the draft is complete and currently in use by the commissioning organisation however, then it should be entered into the database.

Studies that have not considered these suitability checks before submission may not pass quality assurance requirements.

Overall data capture and quality review process

Flood study data suitable for capture in the database includes general information about the study, flood study analyses, surveys, mapping, flood mitigation strategies and digital copies of relevant documents (scanned if necessary). Existing studies can be linked to new studies and vice versa. New studies are submitted using the submissions page which includes all of the information entered.

Once a study has been submitted, the metadata entered undergoes a quality assurance check by Geoscience Australia. During this process a submitted study may be returned to the submitter with a request for changes or additional information. Additional information that has been clearly missed during data entry, or missing appendices and other attachments may be sought. After the requests have been addressed the submitter can re-submit the study.

The process of data entry into the Australian Flood Studies Database is summarised as shown below.

Due to the complexity of this image, no alternative description has been provided. Please email Geoscience Australia at for an alternative description

Flowchart of Australian Flood Studies Database cataloguing process.

The portal is currently under review and further details on data entry will be provided shortly. If you have any queries about the portal or data entry please email