Flood Risk Documentation Checklist

What To Record First

Start with the basic property and site information. These records give context to the rest of the flood risk file and help people understand which property, building area or access point the documentation relates to.

This section should be simple. The aim is to create a clear starting point before adding photos, reports, maintenance records or contractor information.

Basic Property Details

• Property address
• Property type, such as house, strata building, commercial site or industrial facility
• Relevant building areas, such as basement, driveway, loading dock, plant room or ground floor entry
• Main flood risk areas or known water entry points
• Location of flood-related equipment and records
• Person or role responsible for keeping the file updated

Useful Setup Notes

• Create one main folder for flood risk documentation
• Use clear folder names for photos, reports, maintenance and contacts
• Store the most current documents separately from old versions
• Record the date each major file was last updated
• Make sure authorised people know where the file is stored

A simple structure is usually better than a complicated system that nobody maintains.

For a broader first review of exposure and water pathways, see the Flood Risk Guide.

Photo And Location Records

Photos are one of the most useful parts of a flood risk documentation file. They can show flood entry points, drainage conditions, installed barriers, maintenance issues and changes over time.

Good photo records should be labelled clearly enough that someone unfamiliar with the property can understand what they are looking at.

Photos To Capture

• Street frontage and driveway approach
• Basement ramps and car park entries
• Doorways, lobbies, loading docks and roller doors
• Drainage pits, grates and trench drains
• Pump rooms, sump pits and control panels
• Flood barriers and protected openings
• Backflow prevention devices, where present
• Low vents, wall penetrations or service openings
• Previous flood marks, staining, debris lines or affected areas

How To Label Photos

• Use the date in the file name
• Include the location, such as basement ramp, front entry or pump room
• Add a short note explaining what the photo shows
• Keep before-and-after photos for upgrades or repairs
• Take new photos after major works, maintenance or flood events

A useful photo file shows both the wider context and the small details that may matter later.

Flood Barrier And System Records

Flood barriers, drainage systems, pumps and backflow prevention measures should be recorded clearly. These records help explain what systems are installed, where they are located and how they are maintained.

This page does not compare product types or design options. The purpose here is to record the details of existing or planned flood-related systems.

Flood Barrier Records

• Barrier type
• Protected opening or location
• Installation date
• Installer or supplier details
• Product specifications, manuals or drawings
• Operation instructions
• Storage location for removable components
• Inspection and maintenance requirements

Drainage, Pump And Backflow Records

• Drainage layout information, where available
• Pit, grate and trench drain locations
• Pump and sump system details
• Control panel and alarm information
• Backflow prevention device details, where relevant
• Servicing contractor details
• Manuals, reports and service history

Keep these records together so system information is not split between contractors, inboxes, committee minutes and old project folders.

For barrier selection questions, see Flood Barrier Options For Property Owners. For a broader mitigation overview, see the Flood Mitigation Guide.

Maintenance And Service Records

Maintenance and service records show whether flood-related systems have been inspected, cleaned, tested or repaired over time.

These records are especially important for properties with basement drainage, flood barriers, pumps, sump systems, backflow prevention devices or other flood mitigation equipment.

Maintenance Records To Keep

• Flood barrier inspection records
• Flood barrier maintenance reports
• Drainage pit and trench drain cleaning records
• Pump and sump system servicing reports
• Backflow prevention inspection or testing records
• Photos taken during maintenance
• Fault reports and repair notes
• Contractor invoices or completion records
• Annual review notes

What Each Record Should Show

• Date of inspection, cleaning, testing or repair
• System or area inspected
• Contractor or person who completed the work
• Issues found
• Actions completed
• Actions still required
• Recommended next inspection or service date

Consistent records make it easier to see what has been done and what still needs attention.

Contractor And Contact Records

Flood risk documentation should include current contractor and contact information. This helps property owners, strata managers and site operators find the right people quickly when records need to be reviewed or maintenance is required.

Contacts To Record

• Property owner, strata manager, building manager or site operator
• Flood barrier supplier, installer or maintenance contractor
• Drainage contractor
• Pump and sump system contractor
• Backflow prevention contractor, where relevant
• Lift contractor, where basement flooding could affect lifts
• Electrical or building services contractor
• Cleaning, drying or restoration contractor
• Insurance broker or insurer contact, where relevant

Details To Include

• Company or contact name
• Role or service provided
• Phone number and email address
• After-hours contact process, where available
• Contract or service agreement reference, where relevant
• Last contact or last service date

Contact lists should be reviewed regularly so outdated names and numbers do not remain in the file.

How To Store And Update Records

A flood risk documentation file is only useful if it can be found and updated. The storage method should suit the property and the people responsible for maintaining the records.

Practical Storage Tips

• Use one main folder for flood risk documentation
• Create subfolders for photos, reports, maintenance, contractors and event notes
• Use clear file names with dates and locations
• Keep older versions in an archive folder
• Store current contact lists where authorised people can access them
• Avoid storing important records only in one person’s inbox
• Back up important records where appropriate

When To Update The File

• After flood mitigation works are completed
• After flood barriers are inspected or maintained
• After drainage pits or pumps are serviced
• After backflow prevention devices are inspected or tested
• After a flood event, near miss or major rain event
• When contractors or responsible people change
• Before insurance renewal or internal risk review discussions

Assigning responsibility for updates is just as important as creating the file in the first place.

For a shorter checklist-style review across all resilience areas, see Flood Resilience Checklists.

Flood Risk Documentation Checklist

Use this checklist as a practical starting point for setting up or reviewing a flood risk documentation file.

Summary

A flood risk documentation checklist helps keep important flood-related information organised and easy to review.

Useful records may include property details, photos, flood barrier information, drainage and pump records, maintenance reports, contractor details and notes from flood events or near misses.

The most useful file is simple, current and maintained by someone with clear responsibility for keeping it up to date.