SB 272 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 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 California Legislative Information
|Vendor||Product||Purpose||Data Category||Custodian||Collection Frequency||Update Frequency|
|Adobe||Adobe Pro||Fillable Forms||Document Management||District Wide||As Needed||As Needed|
|ESRI||ArcGIS||GIS Software||GIS||IT and Community Risk Reduction||As Needed||As Needed|
|Civic Plus||Civic Plus||District Website||Website||IT, Clerks, Community Risk Reduction||As Needed||As Needed|
|Tyler Tech||New World Systems||District Wide ERP System||ERP System||District Wide||As Needed||As Needed|
|Kayako||Kayako Case||Repair Ticketing System||Customer Information System||IT, Support Services||Daily||As Needed|
|Laserfiche||Laserfiche||Document Management||Document Management||IT, Clerks, Community Risk Reduction||As Needed||As Needed|
|Microsoft||Exchange||Email System||IT||Daily||As Needed|
|Kronos||Telestaff||Workforce Management||Customer Information System||District Wide||Daily||As Needed|
|NeoGov||Applicant Tracking||Online Appication System||Applicant Tracking||Human Resources||Daily||As Needed|
||Novus Agenda||Agenda Management||Agenda Management||Clerks||Monthly||As Needed|
|Operative IQ||Inventory/Asset||Inventory and Assets||Customer Information System||Finance||As Needed||As Needed|
|NextRequest||Public Records||Public Records||Public Records||Clerks||As Needed||As Needed|
|PSTrax||Inventory/Asset||Inventory and Assets||Customer Information System||District Wide||As Needed||As Needed|
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.