State Required Catalog of Enterprise Systems
What is SB 272?
SB 272 requires local agencies (excluding school districts) to create
catalogs of all enterprise systems that store information about the
public, and to post this catalog on their websites, if they have
websites. If they do not have a website, they are required to publish
the catalog in a way that can be provided to anyone who asks. This law
applies to all California special districts, cities and counties, and
compliance is required by July 1, 2016.
Governor Brown approved SB 272 in October 2015, adding section 6270.5 to
the California Public Records Act (the “Act,” Government Code Sections
6250-6276.48). Because it was added to the Public Records Act, local
agencies will not be able to seek reimbursement from the State for costs
associated with compliance.
What is covered by SB 272?
Section 6270.5 defines an enterprise system as a software application or
computer system that collects, stores, exchanges, and analyzes
information that the agency uses that is:
- a multidepartmental system or system that contains information collected about the public and
- a system of record
A system of record means a system that serves as an original source of data within an agency.
SB 272 requires local agencies to create a catalog of multidepartmental
systems or systems containing information about the public that store
original records and post the catalog on their agency website.
What is excluded?
Enterprise systems do not include cybersecurity systems, infrastructure
and mechanical control systems, or information that would reveal
vulnerabilities to, or otherwise increase the potential for an attack
on, a public agency's IT system. Additionally, section 6270.5 does not automatically require disclosure
of the specific records that the IT systems collect, store, exchange or
analyze, however, the Act's other provisions pertaining to disclosure of
such records still apply.
What is required in the catalog?
For each enterprise system included in the catalog list, agencies must disclose:
- Current system vendor
- Current system product
- The purpose of the system
- What kind of data is stored in it
- The department that serves as the system's primary custodian
- How frequently system data is collected
- How frequently system data is updated
For the full text of the bill, see
https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160SB272
User Department Key
AS = Administrative Services (City Clerk, Finance, Admin Services, IT, HR)
PS = Public Services
CD = Community Development
CC = City Council
FD = Fire Services
PD = Police Department
RC = Recreation Services
LB = Library Services
|
Product
|
Purpose
|
Data Stored
|
User Department
|
Collection/Update Frequency
|
|
SunGard CRW PermitTRAK
|
Building/Permitting
|
City Permits
|
CD, EN, PS, FD
|
Daily
|
|
SunGard CRW GeoTRAK
|
Parcel Tracking
|
APN, Ownership
|
CD, EN, PS, FD
|
Monthly
|
|
SunGard CRW ProjectTRAK
|
Project Management
|
Project Data
|
CD
|
As Needed
|
|
SunGard CRW AECTRAK
|
Contractor Management
|
Company Data, Insurance
|
CD, EN, PS
|
As Needed
|
|
SunGard Finance Plus
|
Finance/ERP
|
Accounting and Finance
|
AS
|
Daily
|
|
Laserfiche
|
Document Management
|
Agendas, Archives
|
All
|
Daily
|
|
Microsoft Office 365
|
Email and Unified Messaging
|
Email, files, calendars, contacts
|
All
|
Daily
|
|
RimsMaps
|
AVL Mapping
|
GPS coordinates
|
PD
|
Daily
|
| RimsReports |
AVL Reporting
|
GPS coordinates
|
PD
|
Daily
|
|
PerfectMind
|
Recreation Programs
|
Recreation Customer data
|
RC
|
Daily
|
|
Dell Servers
|
Data Storage
|
Electronic Files
|
All
|
Daily
|
|
AutoCAD
|
Computer Aided Drafting
|
CAD Drawings, GIS maps, Photos
|
EN, CD, PS
|
Daily
|
|
ESRI ArcGIS
|
GIS Mapping
|
Data Maps
|
EN,PS, CD
|
Daily
|
|
12 Miles Out
|
Public Meetings/Streaming
|
Agendas/Archived Meetings
|
All
|
Weekly
|
Google Analytics
|
Metrics/Analytics |
Website Data
|
AS |
As Needed
|
| NEOGOV |
Online Applicant System
|
Applicant Data
|
HR |
Daily |
| Nearmap |
Aerial Imaging System
|
Property Data
|
All
|
Daily |