Appendix M
Guidance for Preparing and Maintaining 
Technical and Administrative Support Data 
This Appendix describes the requirements that the Federal Emergency Management Agency 
(FEMA) and its Flood Hazard Mapping Partners must meet for preparing, submitting, and 
maintaining the technical and administrative support data generated for the Flood Hazard 
Mapping Program.  Specifically, this Appendix covers the requirements for the Technical 
Support Data Notebook (TSDN), which contains all of the support data for a community for 
which FEMA published a flood hazard map and all revisions to that flood hazard map.  The 
requirements in this Appendix apply to data produced by FEMA Flood Hazard Mapping Partners 
and submitted to FEMA.
[February 2002]
M.1	Background
In May 1989, FEMA issued the first version of its Guide for Preparing Technical Support Data 
Notebook.  A revised  version of the Guide was published in January 1990. The Guide, when 
originally published, applied to FEMA-contracted studies and restudies and established 
procedures for the development and maintenance of the TSDN for each flood study prepared by 
FEMA's Study Contractors and Technical Evaluation Contractors. 
Since that time, FEMA has expanded the requirement to include map revisions submitted by 
community officials under Part 65 of the National Flood Insurance Program (NFIP) regulations 
and to mapping activities completed by communities, regional agencies, and State agencies 
participating in the Cooperating Technical Partners (CTP) initiative.  (Interested parties may 
obtain more information about the CTP initiative from the FEMA Flood Hazard Mapping 
Website at http://www.fema.gov/mit/tsd/ctp_main.) 
This Appendix, which supersedes the January 1990 Guide, details the requirements that Mapping 
Partners must follow in preparing and submitting technical and administrative support data to 
FEMA in the TSDN format. This Appendix also details the requirements that FEMA and the 
Mapping Partners that are processing and managing the data-presently the Flood Map 
Production Coordination Contractors-shall meet in processing and managing the data in the 
TSDN format. 



For special circumstances where guidance for a particular mapping activity is not provided by 
these Guidelines, the Mapping Partner that is preparing and submitting the data and the Mapping 
Partner that is processing and maintaining the data for FEMA shall resolve issues through 
consultation with the FEMA Lead for the Flood Map Project.  The FEMA Lead for the Flood 
Map Project usually will be the FEMA Regional Project Officer (RPO) or the Project Officer 
(PO) at FEMA Headquarters.
[February 2002]





M.2	Preparation and Submittal Requirements 
  M.2.1	FEMA-Contracted Flood Map Projects
For FEMA-contracted Flood Map Projects (i.e., Flood Insurance Studies, Flood Insurance 
Restudies, Limited Map Maintenance Program project revisions, CTP-initiated map updates), the 
Mapping Partner that is preparing and submitting data (hereinafter referred to as the submitting 
Mapping Partner) shall organize deliverable materials in the TSDN format.  The submitting 
Mapping Partner shall submit the deliverable materials to the Mapping Partner that processes and 
maintains the data (hereinafter referred to as the receiving Mapping Partner).  
The TSDN must be divided into five major sections, each encompassing a separate category of 
information typically generated by the submitting Mapping Partner during the course of a Flood 
Map Project.  These major sections are:
1.	General Documentation (e.g., Special Problem Reports, telephone conversation records, 
meeting minutes/reports, and general correspondence); 
2.	Engineering Analyses;
3.	Draft Flood Insurance Study (FIS) Report; 
4.	Mapping Information; and 
5.	Miscellaneous Reference Materials.  
The requirements for the five sections of the TSDN are outlined in Subsections M.2.1.1 through 
M.2.1.5, respectively.  The figures discussed in each subsection are presented at the end of this 
Appendix.
Materials that cannot be physically included in the TSDN because of size or volume must be 
bound and clearly labeled and identified as exhibits to the TSDN.  
When submitting data, the submitting Mapping Partner shall prepare a transmittal letter to 
accompany the TSDN.  The transmittal letter must identify the communities that are affected by 
the Flood Map Project and provide an inventory of all materials submitted.  
The submitting Mapping Partner shall retain copies of pertinent data for use in responding to the 
following: (1) questions from FEMA or a Mapping Partner that is reviewing the results of a 
Flood Map Project, (2) protests and appeals submitted to FEMA during the 90-day appeal period: 
and (3) other concerns and issues that may develop during the processing of the study or restudy. 
The submitting Mapping Partner also shall ensure that a clearly labeled cover appears on each 
TSDN volume submitted.  (See Figure M-1 for a sample.) 


For each section of the TSDN, the submitting Mapping Partner shall ensure all information is 
neatly recorded on the required index sheet and annotated to indicate whether the product is one 
of several others and whether it pertains only to the appropriate community.  The submitting 
Mapping Partner also shall ensure the materials submitted are complete and of original quality.  
If the submitting Mapping Partner submits hard copies of the index sheets, the sheets must be 
completed in pen or dark pencil.
[February 2002]
M.2.1.1	General Documentation
In the General Documentation section, the submitting Mapping Partner shall include all written 
documentation, filed in reverse chronological order, that pertains to the general processing of a 
Flood Map Project. This section shall provide a comprehensive chronology of all Special Problem 
Reports (SPRs), telephone conversation reports, meeting minutes/reports, and general 
correspondence developed during the performance of the Flood Map Project.  Additional 
information about each type of material is provided below.
[February 2002]
Special Problem Reports
An SPR identifies any special problems/issues encountered by the submitting Mapping Partner 
during the performance of the flood hazard analyses.  The SPR must include written 
documentation generated or received by the submitting Mapping Partner that pertains to specific 
problem identification and/or special processing requirements.  The submitting Mapping Partner 
shall provide a summary of the SPR as shown in Figure M-2 and an index sheet that includes the 
date, title, and exhibit number for the SPR as shown in Figure M-3.
[February 2002]
Telephone Conversation Records
Telephone conversation records include all written records or verbal communication documented 
by the submitting Mapping Partner.  The submitting Mapping Partner shall provide an index  
sheet (see Figure M-4) containing the date, the name of the individual contacted, and the name of 
the government agency or firm the contact represents.
[February 2002]
Meeting Minutes/Reports
Meeting minutes/reports include written summaries of discussions in meetings between the 
submitting Mapping Partner and other parties, including all agencies and firms.  They typically 
include minutes of standard meetings, including the Project Scoping meeting and the initial and 
final Consultation Coordination Officer meetings held by FEMA. 
The submitting Mapping Partner shall provide an index sheet (see Figure M-5) containing the 
date of the minutes/report, meeting date, and meeting type.
[February 2002]
General Correspondence
General correspondence is the written correspondence generated or received by the submitting 
Mapping Partner and may include letters; transmittals; memorandums; general status reports and 
queries; and internal communications, routing slips, and notes.
[February 2002]
M.2.1.2	Engineering Analyses
This section of the TSDN is to include all coastal, riverine or other flood hazard engineering 
support data that were developed during the performance of a flood hazard analysis.  Such support 
data as cross-section and/or transect information, basin characteristics, hydrologic and hydraulic 
calculations, graphs, nomographs, profile and cross-section plots, and any other engineering support 
data would be included.  
The submitting Mapping Partner shall ensure the following categories of data are included in this 
section of the TSDN as appropriate to each Flood Map Project:
*	Riverine hydrologic and hydraulic analyses;
*	Coastal flooding analyses;
*	Ice-jam flooding analyses;
*	Alluvial fan flooding analyses; 
*	Key to Cross-Section Labeling; and 
*	Key to Transect Labeling.
The requirements for each category are provided below.
[February 2002]
Hydrologic and Hydraulic Analyses
The purpose of this subsection of the TSDN is to provide FEMA with comprehensive 
documentation and supporting data for the hydrologic and hydraulic (H&H) analyses performed 
by the submitting Mapping Partner. 
The submitting Mapping Partner shall ensure that the indexes and accompanying supporting data 
for the H&H analyses are included in this section of the TSDN and meet the following 
requirements:
*	Data are arranged in alphabetical order according to the flooding source/stream name.
*	Data are properly labeled to identify the submitting Mapping Partner and the name(s) of 
community(ies) and State.
*	Information on the type of model used, date of analysis, and exhibit number(s) assigned 
to those analyses that cannot be physically included in the TSDN because of size or 
volume are included.
Blank sample copies of the Hydrologic Analyses Index and Hydraulic Analyses Index sheets are 
provided at the end of this Appendix as Figures M-6 and M-7.
The submitting Mapping Partner shall ensure that the following general requirements are met: 
*	Hydrologic support data developed for the Flood Map Project must be provided. Such data 
may include basin characteristics, normal depth calculations, log-Pearson Type III 
calculations, regional regression equation calculations, frequency-discharge curves, and 
other relevant data.
*	Hydraulic support data and calculations for riverine and coastal flooding sources that were 
developed for the Flood Map Project must be provided.  Such data may include cross-
section information (i.e., area, velocity, elevation calculations); floodway analyses; transect 
and surge data; wave height information; cross-section plots; computer models, 
calculations, and execution runs; and any other relevant data.
*	The input files and results of the H&H analyses must be delivered in both hard copy 
(paper) and soft copy (electronic) format.  
*	If paper copies of the computer models used or generated for the Flood Map Project are 
too large to include in the TSDN, those copies must be individually bound and labeled 
according to the community and flooding source to which they apply, properly identified 
by exhibit number, and listed on the index sheet. 
*	Copies of computer models on diskette or CD-ROM must be packaged in computer 
envelopes or binders, labeled properly, identified by exhibit number, and listed on the 
index sheet.  
The submitting Mapping Partner shall ensure that photographic or mapping information that may 
have been used in the development of the models are not included in this section.  Such 
information shall be included in the "Mapping Information" section of the TSDN, which is 
discussed in Subsection M.2.1.4.
[February 2002]
Key to Cross-Section Labeling and Key to Transect Labeling
The purpose of this subsection of the TSDN is to provide FEMA with comprehensive cross-
referencing between field survey notes, draft report and map materials, riverine hydraulic 
analyses, coastal flooding analyses, and (if readily available) U.S. Environmental Protection 
Agency (EPA) Reach File Numbers. For each flooding source where a hydraulic analysis was 
performed, the submitting Mapping Partner shall complete and maintain Key to Cross-Section 
Labeling or Key to Transect Labeling forms as applicable. In each Key, the Mapping Partner shall 
identify the cross-section and transect information developed.
Sample blank copies of the Key to Cross-Section Labeling and Key to Transect Labeling forms are 
presented in Figures M-8 and M-9, respectively, at the end of this Appendix.
[February 2002]
M.2.1.3	Draft Flood Insurance Study Report
The submitting Mapping Partner shall ensure that the "Draft Flood Insurance Study Report" 
section of the TSDN contains all relevant components for FEMA's technical review, processing, 
and publication of the FIS report, including the following:
*	FIS report text;
*	Summary of Flood Discharges, Summary of Stillwater Elevations, Transect Locations, 
Surge Elevations, and Floodway Data Tables as required;
*	Flood Profiles;
*	Certification statement of work accomplished; and 
*	Other relevant support data.
[February 2002]
M.2.1.4	Mapping Information
The submitting Mapping Partner shall ensure that all mapping and related information generated 
for the Flood Map Project is provided to FEMA in the "Mapping Information" section of the 
TSDN, including the following:
*	Topographic maps;
*	Work maps;
*	Base maps;
*	Aerial photographs;
*	Soil and vegetation maps;
*	U.S. Geological Survey topographic quadrangle maps;
*	Flood Hazard Boundary Maps;
*	Community maps; and
*	All other maps (manual and digital).
In preparing the TSDN for submittal to FEMA, the submitting Mapping Partner shall: 
*	Ensure that all information is properly labeled with the correct Mapping Partner name, 
submittal date, and community name.  This information must include the type of map, the 
date of the map, the number of map sheets, and the exhibit numbers assigned to those 
maps that cannot be included in the TSDN because of size limitations.  
*	List all supplemental materials, such as topographic maps and aerial photographs, with a 
concise explanation of how the final work maps were delineated.  
*	Ensure mapping information is included within the notebook or bound and labeled 
separately and identified by exhibit number.  
*	Ensure that all digital data submitted meet the requirements outlined in Appendix L for 
data format, structure, delivery media, and documentation.
*	Prepare and complete the Mapping Information Index. (Figure M-10.) The Mapping 
Information Index sheet(s) will assist data users in identifying the mapping data and 
information generated during the Flood Map Project.  These index sheets also will be used 
to reference the map data that, due to format, size, or other limitations, cannot be physically 
located within the TSDN itself. 
*	Identify and label as an exhibit all map data that, due to format, size, or other limitations, 
cannot be physically located within the TSDN.  
*	Write a brief narrative, using the form shown in Figure M-11, to explain any additional 
procedure used to create the final work maps (e.g., whether field inspection or spot 
surveying was done to enhance the accuracy of the final work maps).  
*	List all supplemental materials (e.g., topographic maps, aerial photographs) with an 
accompanying explanation of how those materials relate to the work maps.  


If photogrammetric processes were used, FEMA may request that the submitting Mapping Partner 
provide the following in the Mapping Information section of the TSDN:  
*	Documentation for the most recent calibration of the aerial camera and stereoplotter(s); 
*	Details on the flying height and camera focal length;
*	Estimated "C Factor(s)" of the stereoplotter(s) used on the project; and 
*	Aerial triangulation reports, which are described in Appendix A, Subsection A.7.2 of these 
Guidelines.  
If Global Positioning System (GPS) surveys were performed as part of the Flood Map Project, the 
submitting Mapping Partner shall provide the GPS documentation described in Appendix A of 
these Guidelines.  This includes data categorized by the National Oceanic and Atmospheric 
Administration as follows:
*	B-file-Project information, station position information, survey measurements, occupation 
notes, and synchronization information; 
*	D-file-Station descriptions and/or recovery notes for all new and/or newly occupied 
stations;
*	G-file-Differential coordinates, standard errors, correlations, and related information  
required for a least-squares adjustment of a GPS field project; and 
*	R-file-Files created by the GPS receiver that contain the phase data of each satellite 
observed and any other files created by the receiver that are necessary during processing.
[February 2002]
M.2.1.5	Miscellaneous Reference Materials
The submitting Mapping Partner shall include all other support materials developed or used during 
the Flood Map Project in the "Miscellaneous Reference Materials" section of the TSDN.  The 
submitting Mapping Partner shall compile an inventory of all essential and nonessential data 
using the form shown in Figure M-12.  The submitting Mapping Partner shall include such 
reference materials as field survey notes and notebook, watershed studies, site visit photographs, 
community population and demographic studies, tax base reports, and legal references in this 
section.
[February 2002]
  M.2.2	Support Data Generated by Receiving Mapping Partner 
There are two instances in which the receiving Mapping Partner must physically incorporate 
materials in the TSDN prepared by the submitting Mapping Partner.  First, the receiving 
Mapping Partner shall complete the appropriate portion of the Key to Cross-Section Labeling 
and/or Key to Transect Labeling sheets contained in the TSDN.  
During the processing of the draft and final report and map materials, FEMA may direct the 
receiving Mapping Partner to revise some of the technical support data included in the TSDN to 
correct discrepancies or errors in the original data supplied by the submitting Mapping Partner. In 
such cases, the receiving Mapping Partner shall mark the data determined to be in error as 
"VOID." The receiving Mapping Partner also shall remove the void data from the TSDN and 
insert the revised data. When adding revised data to the TSDN, the receiving Mapping Partner 
shall properly label and place the data in the correct section.  The receiving Mapping Partner 
shall maintain the void data until processing of the report and map has been completed (i.e., 
when the new or revised FIS report and FIRM become effective); at that time, the receiving 
Mapping Partner shall discard the void data.
[February 2002]
  M.2.3	Map Revisions Initiated by Community Officials 
For map revisions initiated by community officials under Part 65 of the NFIP regulations, FEMA 
does not require the submitting Mapping Partner (i.e., the community or other revision requester) 
to submit supporting data in the TSDN format.  However, FEMA strongly encourages the use of 
the TSDN format to ensure all supporting data are submitted and clearly labeled for future 
reference.  
To support a Map Revision under Part 6a5 of the NFIP regulations, the submitting Mapping 
Partner shall submit the following materials:
*	Correspondence from the requester, the community, and, where applicable, the State, or 
other interested parties;

*	Technical support data, such as calculations, graphs, charts, technical reports, diskettes, 
and computer printouts containing both input and detailed output for hydrologic and/or 
hydraulic analyses;

*	Project location; 

*	Topographic, survey, and tax mapping information; 

*	Aerial photographs; 

*	Design drawings; and

*	Annotated copies of effective NFIP maps; Flood Profiles; and Summary of Discharges, 
Floodway Data, and Transect Location Tables. 
	In most cases, the submitting Mapping Partner for a map revision request shall follow the same 
organizational and reproducible quality standards discussed in Subsection M.2 for FEMA-
contracted Flood Map Projects.  Specifically, whenever possible, the receiving Mapping Partner 
(i.e., the Mapping Partner assigned to review and process the map revision request for FEMA) 
shall provide guidance to the submitting Mapping Partner. This guidance, either by issuing 
written directions or through telephone conversations, shall clarify proper labeling and data 
identification requirements, as well as requirements concerning the legibility of materials that 
must be reproduced.
	To the extent possible, the receiving Mapping Partner shall review all submitted support data for 
compliance with FEMA requirements for the identification, labeling, completeness, and quality 
of the data.
	[February 2002]


M.3	Processing and Maintenance Requirements
  M.3.1	FEMA-Contracted Flood Map Projects
After receiving the draft submittal and TSDN from the submitting Mapping Partner, the 
receiving Mapping Partner shall perform a cursory review of the TSDN.  The purpose of this 
cursory review is to ensure that all sections are complete and that all data are labeled in a neat, 
clear, and organized manner in accordance with the guidance in Section M.2.  
The receiving Mapping Partner shall ensure that a completed index form is included for each 
section of the TSDN.  If any information is missing, mislabeled, or not labeled, the receiving 
Mapping Partner shall contact the submitting Mapping Partner for clarification.  If the receiving 
Mapping Partner determines during the initial review that the TSDN does not conform to the 
guidelines in Section M.2, the receiving Mapping Partner shall consult with the FEMA Lead 
(either the RPO or PO) to determine which Mapping Partner must revise the TSDN submittal to 
bring it into compliance with FEMA requirements.  
When data are common to more than one community, the TSDN for each community must 
contain a complete copy of the shared data, or the location of the data must be cross-referenced to 
a form for each section and subsection of the TSDN.  To maintain the integrity of the original 
TSDN submittal, the receiving Mapping Partner shall make copies of any data needed during the 
review of the draft materials and production of the report and map.  The receiving Mapping 
Partner shall maintain the original data in the TSDN for eventual digital storage.
Additional guidance regarding the individual sections of the TSDN is provided in Subsections 
F.3.1.1 through F.3.1.4.
[February 2002]
M.3.1.1	Engineering Analyses 
The receiving Mapping Partner shall verify that both paper copies and/or copies of computer 
models on diskette or CD-ROM are maintained with the TSDN. The receiving Mapping Partner 
shall store the electronic media to ensure their integrity and that they are readily accessible for 
retrieval and use in responding to both internal and external information requests. 


The receiving Mapping Partner shall perform a cursory review to verify the following: 
*	The Key to Cross-Section Labeling and/or Key to Transect Labeling include 
comprehensive cross referencing among the field survey notes; draft report and map 
materials; hydraulic computer analysis; and, if readily available, EPA Reach File 
Numbers. 
*	The Key to Cross-Section Labeling and/or Key to Transect Labeling are complete. 
*	The information in each Key to Cross-Section Labeling and/or Key to Transect Labeling 
pertains to only one flooding source. 
*	The information in each Key to Cross-Section Labeling and Key to Transect Labeling is 
presented in order from the mouth or point farthest downstream to the point farthest 
upstream.
[February 2002]
M.3.1.2	Flood Insurance Study Report Data 
The receiving Mapping Partner shall review the "Flood Insurance Study Report Data" section of 
the TSDN provided by the Mapping Partner to ensure the following: 
*	The draft FIS report section contains all relevant components prepared by the submitting 
Mapping Partner, including draft text, Flood Profiles, data tables, and certification 
statement of work accomplished.  
*	This section includes only the most up-to-date record copies of the draft FIS report.  
*	The draft materials in this section pertain only to the appropriate community.  
*	All materials in this section are legible; properly labeled; easily identified by community; 
complete; and of original, reproducible quality.
[February 2002]
M.3.1.3	Mapping Information 
The receiving Mapping Partner shall review the "Mapping Information" section of the TSDN 
provided by the Mapping Partner to ensure the following:
*	The section includes comprehensive mapping information relating to the processing of 
the Flood Map Project. 
*	The digital data included meet the requirements in Appendices K and L of these 
Guidelines. 
*	All materials in this section are legible; properly labeled; easily identified by community 
and flooding source; complete; and of original, reproducible quality.
[February 2002]
M.3.1.4	Miscellaneous Reference Materials 
The receiving Mapping Partner shall verify that all materials included in this section of the 
TSDN are properly labeled and exhibit number(s) are assigned to those materials that cannot be 
included in the TSDN because of size or volume.
[February 2002]
  M.3.2	Map Revisions Initiated by Community Officials 
As an integral part of the overall process for supporting map revisions, the receiving Mapping 
Partner reviews technical, scientific, and other administrative support data prepared and 
submitted by a revision requester.  The review typically consists of, but is not limited to, ensuring 
that all support data received are complete, technically adequate, in compliance with FEMA-
specified guidelines and specifications, and NFIP regulations, and sufficient to support a given 
map revision request.  Most technical support data generated by the revision requester are subject 
to the same engineering and mapping standards outlined for FEMA-contracted Flood Map 
Projects discussed earlier in these Guidelines. 
When processing map revision cases, the receiving Mapping Partner generally develops support 
data during the review and evaluation of the revision request-including internal review 
information and correspondence with the requester, State agencies, FEMA, community officials, 
or other agencies-that must be archived and maintained.  The remaining information generated 
by the receiving Mapping Partner pertains to the appeal period and/or related statutory 
requirements for the establishment or modification of Base Flood Elevations, as applicable.
For purposes of this Appendix, two separate phases of processing, wherein uniform guidelines 
and specifications are necessary for map revisions, have been identified: 
*	The Review Processing Phase includes activities of the receiving Mapping Partner 
associated with the initial identification, coordination, and technical review of a map 
revision case up to the resolution of that case.  
*	The Post-Review Processing Phase relates to those activities performed by the receiving 
Mapping Partner, after the case has been resolved, to close out the file and prepare the 
supporting information for active storage and eventual processing by the Engineering 
Study Data Package Facility (ESDPF) staff.
The Review Processing and Post-Review Processing Phases are discussed in more detail in 
Subsections M.3.2.1 and M.3.2.2, respectively.
[February 2002]
M.3.2.1	Review Processing Phase
The receiving Mapping Partner shall, to the extent possible, provide initial guidance to the 
submitting Mapping Partner regarding the preparation and submittal of technical support data for 
a map revision request.  If the receiving Mapping Partner and submitting Mapping Partner 
discuss a request before data are submitted, the receiving Mapping Partner shall provide overall 
guidance concerning the submittal quality of the support data to facilitate eventual digital 
conversion of the data for permanent retention.  The requester is required to submit only the 
essential or relevant data that fully support the FEMA requirements for proper evaluation of the 
map revision request.  Once support data are received, the receiving Mapping Partner reviews the 
revision request and develops revision case files under the procedures outlined below.
Generally, the support data submitted by the requester and the data generated by the receiving 
Mapping Partner shall contain what will be defined as "essential data" and "nonessential data." 
Essential data are the support data that are critical to understanding or recreating conditions that 
resulted in a map revision or other resolution of the map revision request, which therefore must 
be maintained by FEMA.  Nonessential data are data generated as part of the internal production 
process or for general, informational purposes only.  Nonessential data are usually needed for 
temporary storage only (i.e., throughout the review and production process) and can be discarded 
once the case has been resolved or during the Post-Review Processing Phase.
The receiving Mapping Partner shall use judgment in determining what data are considered 
essential or nonessential. Because of the nature of map revision cases, specific guidance 
concerning the essential versus nonessential character of individual pieces of supporting 
information is not possible.  
The guidance given in the following paragraphs are for typical revision cases and shall not be 
construed as inflexible.  However, the receiving Mapping Partner shall also refrain from retaining 
materials that are clearly not critical to understanding or recreating conditions that pertain to the 
resolution of a map revision case.  Examples of essential revision support materials include:
*	All official correspondence, including resolution letters (e.g., Letters of Map Revision, 
denial letters) and enclosures transmitted with those letters;
*	All materials stored in the Flood Elevation Determination Docket (FEDD);
*	Hydrologic and hydraulic models, calculations or computer printouts;
*	Summary tables;
*	Technical reports; and 
*	Topographic maps, work maps, tax maps, survey plats, and aerial photographs (all sizes 
and formats).
	For the revision case files, except for the FEDD file information, the receiving Mapping Partner 
shall:
*	Ensure revision case file materials have a maximum size of 11? ? 17.?
*	Separate materials that are larger than 11? ? 17? and physically maintain those materials 
outside the revision case file. 
*	File essential data that are 11? ? 17? or smaller as part of the revision case file, unless the 
data in question are in the form of a voluminous report. 
*	Prepare a cross-referenced listing of the essential data not included in the revision case 
file so that these data can be readily identified as part of the revision package. and 
maintain the listing within the revision case file. 
*	Ensure the contents of the revision case file are legible (printed, typed, or handwritten in 
dark ink or pencil) and of original copy quality for future digital conversion.

*	Ensure the revision case file properly identifies the community name, requester name, and 
the date when data were prepared.

*	Ensure the revision case file is in good whole condition without tears or missing 
segments.
	The nonessential materials generally consist of the following: large blueline prints of mapping 
information (Preliminary or Revised Preliminary copies of maps), duplicate data, extraneous 
reports or unrelated support data, void or superseded data, internal memorandums, transmittals, 
and other internal processing information.  Although these types of data must be maintained 
throughout the Review Processing Phase of a revision, they are not critical in recreating the 
results for the final revision determination and, therefore, would not be considered for digital 
conversion by FEMA at a future date.
	[February 2002]
Standard-Size Revision Case File Items
	For purposes of these Guidelines, the term "standard-size revision case file" refers to any file that 
consists of a legal- or letter-sized manila folder containing original general correspondence, 
mapping information, technical information, or data (excluding computer printouts for 
hydrologic and hydraulic models, and information stored as part of the FEDD file) that are no 
larger than 11? ? 17?.  The receiving Mapping Partner shall file all documents, reports, mapping 
information, or other support data (including hydrologic and hydraulic computer printouts) larger 
than 11? ? 17? separately, and shall include a listing of those oversized in the standard-size case 
file.  The receiving Mapping Partner shall maintain the FEDD file, as applicable, as a separate 
entity.  Like the case file, the materials in the FEDD file must be complete, concise (to the extent 
possible), and in reverse chronological order.
	[February 2002]
Essential Revision Case File Items
	Essential items shall constitute the scannable portion of the case file and shall be organized in 
reverse chronological order.  Data pertaining to specific technical areas shall, if practical, be 
grouped together in the case file, in reverse chronological order whenever possible.  The 
receiving Mapping Partner shall file the case file items deemed essential for future scanning on 
the right-hand side of the revision case file folder (i.e., the side with the filing label), using a two-
pronged, Acco-style binder and retainer (or equivalent) at the top.
	To facilitate proper identification of the data, the receiving Mapping Partner shall include the 
following information on the front or the inside cover of the revision case file:
*	Community identification number;
*	Community name, type (e.g., CTY, V, TWP, CO), and State;
*	Requester's first initial and last name;
*	Flooding sources;
*	Affected map type and map panel number;
*	Case resolution date (MM/DD/YY); and
*	Identification number of receiving Mapping Partner.
In addition to the labeling on the file noted above, the receiving Mapping Partner shall place a 
summary listing of the essential materials pertinent to the revision case not physically included 
within the revision case file.  The information on this listing shall include the title, date, map 
scale (if applicable), and a description of the contents of each essential item.  The receiving 
Mapping Partner's case identification number shall be included at the top center of that page.
Because of the critical nature of the data contained in computer printouts, a second or separate 
listing of computer printouts supporting the revision case shall be placed behind the summary of 
essential materials not physically included in the revision case file.  Generally, because of their 
size, computer printouts are filed separately from the revision case file, but they are a part of the 
essential items requirement.  Again, this listing shall identify the various computer model runs 
(e.g., study/restudy conditions, existing conditions, proposed conditions), the dates of the runs, 
and the names of the flooding sources modeled for each run.
[February 2002]


Nonessential Revision Case File Items
The receiving Mapping Partner shall maintain nonessential standard-size items in the revision 
case file.  The receiving Mapping Partner shall place nonessential items relevant to the 
processing of the map revision request, but not pertinent to the technical support data, on the left-
hand side of the revision case file folder.  
The receiving Mapping Partner shall attach the nonessential items to the top of the file folder 
using a two-pronged, Acco-style binder and retainer (or equivalent).  The receiving Mapping 
Partner shall label the data as nonessential using a standard 8-1/2? ? 11? form that reads 
"INTERNAL PROCESSING FORMS; DO NOT SCAN." The receiving Mapping Partner shall 
delete nonessential once the map revision request has been resolved.
[February 2002]
Oversized Revision Case File Items
The receiving Mapping Partner shall follow similar guidelines for maintaining essential 
oversized items, including: 
*	Computer printouts from hydrologic and hydraulic models;
*	CD-ROMs or diskettes containing digital versions of hydrologic and hydraulic models, 
maps, and related data; 
*	Work, survey, plat, or tax maps; 
*	Construction drawings, 
*	Topographic or aerial photographic maps; 
*	Supplementary (bound) reports; and
*	Transect maps.
The receiving Mapping Partner shall file such data in boxes or shelving appropriate for storing 
oversized documents.  To facilitate future retrieval, the receiving Mapping Partner shall clearly 
label each oversized item with the appropriate community name, state name, requester name, and 
case number.  The receiving Mapping Partner also shall develop a listing of the essential 
oversized items and shall file this listing in the standard size case file for cross-referencing.  
ESDPF staff (except for the hydrologic or hydraulic computer models/printouts) generally will 
not scan the essential oversized items.  Therefore, the receiving Mapping Partner shall maintain 
the oversized materials in hardcopy format.  The receiving Mapping Partner shall archive 
essential computer models in their original format.
The receiving Mapping Partner shall maintain nonessential oversized items only until such time 
as the revision case has been resolved. The receiving Mapping Partner shall then discard these 
items.
[February 2002]
M.3.2.2	Post-Review Processing Phase
The receiving Mapping Partner shall store all of the essential revision case files and FEDD files 
as noted earlier in this Appendix for an indefinite period of time. The ESDPF staff will initiate 
the digital conversion of the revision case files and FEDD files, as applicable. 
Once the ESDPF staff shall not call in revision case files or FEDD files for digital conversion 
until approximately 1 year after the resolution date.  The delay in call-in time is to allow the 
receiving Mapping Partner to respond to inquiries pertaining to the revision case.  The majority 
of such inquiries are received within 1 year after case resolution.  Therefore, the risk of having 
the receiving Mapping Partner receive an inquiry while the revision case file is being converted 
to digital format should be minimal.
The receiving Mapping Partner has organized the revision case file, the FEDD file, and the 
oversized items into the proper standard size format during the Review Processing Phase.  
Therefore, the effort required for the receiving Mapping Partner at the time of call-in shall 
involve only retrieving the essential standard size case file and the FEDD file and transmitting 
them to the ESDPF.  The receiving Mapping Partner shall not transmit oversized items (except 
for the hydrologic and hydraulic computer printouts) to the ESDPF because these materials will 
not be digitally converted, and the summary listing will be a part of the digital file.
As is done with the digital study and restudy support data files, the ESDPF staff shall return the 
revision case file to the receiving Mapping Partner on CD-ROM for future use in responding to 
data requests from all sources. The CD-ROM record will be supplemented by the oversized items 
retained by the receiving Mapping Partner in permanent hardcopy storage.
[February 2002]



Guidelines and Specifications for Flood Hazard Mapping Partners
M-2
Section M.1			February 2002 Edition
Section M.2	M-11	February 2002 Edition
Section M.3	M-19	February 2002 Edition













TECHNICAL SUPPORT DATA NOTEBOOK

For

_________________________________________

(COMMUNITY NAME AND STATE)


FLOOD INSURANCE STUDY/ MAP REVISION



SUBMITTED BY: _____________________




DATE SUBMITTED: __________________

















Page_____ of _____

Submitted by: _______________________


SPECIAL PROBLEM REPORT (SPR) INDEX

____________________________________________

(COMMUNITY NAME, STATE)

FLOOD INSURANCE STUDY/ MAP REVISION



      SPR DATE			    SPR TITLE				EXHIBIT NO.

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________

___________________	    ________________________	    _____________________



Figure M-2. Special Problem Report Index


SPECIAL PROBLEM REPORT

DATE:  ____________

CONTRACT/ AGREEMENT NUMBER: ________________________________________

COMMUNITY NAME : ______________________________________________________

SUBMITTED BY: ___________________________________________________________

  

PROBLEM AREA

TECHNICAL COORDINATION 			?
UNRESOLVED					?
DISCRIPANCIES					?
UNREALISTIC SCHEDULE			?
OTHER						?

DETAILED EXPLANATION






PROPOSED SOLUTION













Figure M-3. Special Problem Report Form




       Page_____ of _____

      Submitted by: ____________________


CONTACT REPORTS INDEX

________________________________________________

(COMMUNITY NAME, STATE)


FLOOD INSURANCE STUDY/ MAP REVISION


     CONTACT REPORT DATE			     FIRM/AGENCY CONTACTED


_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________

_____________________________			_________________________________




Figure M-4. Contact Reports Index


Page ____of______

     Submitted by: _______________


MEETING MINUTES / REPORTS INDEX



(COMMUNITY NAME, STATE)

FLOOD INSURANCE STUDY/ MAP REVISION


MINUTES / REPORT DATE		MEETING DATE		MEETING TYPE

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________

________________________	_______________		_______________



Figure M-5.  Meeting Minutes Index


Page 
______of______

	Submitted by: ____________________



HYDROLOGIC ANALYSES INDEX




(COMMUNITY NAME, STATE)

FLOOD INSURANCE STUDY/ MAP REVISION

													
										         	        EXHIBIT 
NO.
FLOODING SOURCE          HYDROLOGIC METHOD/	METHOD/ MODEL	   PAPER        FLOPPY
STREAM NAME		MODEL USED		ANALYSIS DATE	   COPY        DISKETTES

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______

_______________	     _______________		______________	______        ______


Figure M-6.  Hydrologic Analyses Index


Page ______ of _________

Submitted by: ______________________


HYDRAULIC ANALYSES INDEX


(COMMUNITY NAME, STATE)


FLOOD INSURANCE STUDY/ MAP REVISION
													
										      EXHIBIT NO.
FLOODING SOURCE/     HYDRAULIC METHOD/  	METHOD / MODEL	PAPER 	    FLOPPY
STREAM NAME	 MODEL USED			ANALYSIS DATE	COPY	    DISKETTES

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______

_______________	_________________		______________	______        ______


Figure M-7. Hydraulic Analyses Index
         Page ______ of ______

      Submitted by: ________________________


KEY TO CROSS SECTION LABELING


(COMMUNITY NAME, STATE)


FLOOD INSURANCE STUDY/ MAP REVISION


PREFARED BY:       		            		FLOODING SOURCE: _______________

DATE PREPARED:    ___________________         RUN DATE: _______________________             


      FIELD SURVEY		CROSS SECTION LETTER		COMPUTER
      SECTION NO.		 IN DRAFT FIS REPORT		STATIONING

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________

______________		_______________________		______________


Figure M-8. Key To Cross Section Labeling


Page_____ of _____

KEY TO TRANSECT LABELING




(COMMUNITY NAME AND STATE)

FLOOD INSURANCE STUDY/MAP REVISION



   PREPARED BY:  ____________________	       

   DATE PREPARED: __________________

   REVIEWED BY:      __________________

   DATE REVIEWED: __________________


   FIEILD SURVEY				
	TRANSECTION NO. 			
					
	TRANSECT No. DRAFT FIS         

   ______________	__________________

   ______________	
	__________________

   ______________	__________________

   ______________	
	__________________

   ______________	
	__________________

   ______________	
	__________________

   ______________	
	__________________
FLOODING SOURCE:  ___________________
RUN DATE:	___________________________

WHAFIS VERSION: _____________________

EPA REACH 						
				TRANSECT NO. 
FIELD NO.			IN FINAL FIS	


























1Erosion Considered	2Wave Setup Considered	3 Wave onsidered


      Figure M-9.  Key To Transect Labeling



     Page_____ of _______

      Submitted By: _______________




MAPPING INFORMATION INDEX

_____________________________________________
(COMMUNITY NAME, STATE)

FLOOD INSURANCE STUDY/ MAP REVISION
 
 	TYPE OF MAP	      MAP DATE	NO. OF SHEETS         EXHIBIT NO.

      _____________	    ____________	____________	____________

      _____________	    ____________        ____________  	____________

      _____________	    ____________	____________	____________

      _____________	    ____________	____________	____________

      _____________	    ____________	____________	____________

      _____________	    ____________	____________	____________

      _____________	    ____________	____________	____________

      _____________	    ____________	____________	____________

      _____________	    ____________	____________	____________

      _____________	    ____________	____________	____________

      _____________	    ____________	____________	____________
      
      _____________	    ____________	____________	____________
      
      _____________	    ____________	____________	____________



Figure M-10. Mapping Information Index


          Page_____ of _____

      Submitted By: _____________________


WORK MAP DELINEATION SUMMARY

___________________________________________
(COMMUNITY NAME, STATE)

FLOOD INSURANCE STUDY/MAP REVSION


   _________________________________________________________________________________________
   
   _________________________________________________________________________________________

   _________________________________________________________________________________________
   
   _________________________________________________________________________________________

   _________________________________________________________________________________________
   
   _________________________________________________________________________________________

   _________________________________________________________________________________________
   
   _________________________________________________________________________________________

   _________________________________________________________________________________________
      
   _________________________________________________________________________________________

   _________________________________________________________________________________________
   
   _________________________________________________________________________________________

   _________________________________________________________________________________________
   
   _________________________________________________________________________________________

   _________________________________________________________________________________________
   
   _________________________________________________________________________________________



Figure M-11. Work Map Delineation Summary

       
      

Page_____ of _____

      Submitted By: ________________



MISCELLANEOUS REFERENCE MATERIALS INDEX

___________________________________________________

(COMMUNITY NAME, STATE)

FLOOD INSURANCE STUDY/ MAP REVISION



      ITEM 		            	ITEM DATE			   EXHIBIT NO.

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________

      ______________		_______________________		______________



Figure M-12. Miscellaneous Reference Materials Index