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:
  1. a multidepartmental system or system that contains information collected about the public and
  2. 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

AD = Administration (City Clerk, Admin, IT, HR)
PW = Public Works
FN = Finance to include water dept.
CD = Community Development
CC = City Council
PC = Planning Commission
PD = Police Department

 
Vendor
 
Product
 
Purpose
 
Data Stored
 
User Dept.
Data Collected/Updated
Granicus Cloud Solution Public Meetings/Streaming Agendas/Archived Meetings PW, FN, AD, CC,PC, PD, CD Weekly
MuniMetrix PaperVision Document Management Contracts, Agendas, Archives AD, CD, PW, FN When New Data is Available
MuniMetrix Clerks' Index/Image Flow Document Management Archives AD, CD Quarterly
Accela Springbrook Accounting/HR/Payroll Accounting Records FN, AD, CD Daily
National Meter Badger Meter Water Billing Water Usage & Account Holders FN Monthly & Upon Request
CDW Servers Data Storage Electronic Files All Departments Daily
Dell Servers Data Storage Electronic Files All Departments Daily
TracNET TracNET Law Enforcement Records Case Management PD Daily
IBM AS/400 Law Enforcement Case Database PD Daily
City of Ukiah Dispatch Computer aided Dispatch Dispatch Records PD

Daily

Comsys CLIPS DOJ Case History DOJ Records PD

Daily

AEGIS CLETS DOJ Case History DOJ Records PD For Reference Only
Parcel Quest Parcel Quest online Property Data Property Records AD, PW, CD Daily
ARC GIS ArcGIS GIS Mapping Data Maps PW, CD, PD When Changes are Made
Auto Desk AutoCAD Computer Aided Drafting Engineer Drawings CD, PW When Needed
Downhome Loans Downhome Loan Manager Community, Personal, Business Loan Tracking Loan & Interest Information CD, FN Monthly & As Needed
Microsoft Exchange Server Email & Calendar Emails, attached files, & Schedules All Departments Daily