Senate Bill 272

272Approved on October 11, 2015, adds a section to the California Public Records Act requiring local agencies to create a catalog of Enterprise Systems by July 1, 2016 with annual updates.

Enterprise System 

A software application or computer system that collects, stores, exchanges and analyzes information that the agency uses that is both of the following:

  • A multi-departmental system or a system that contains information collected about the public.
  • A system that serves as an original source of data within an agency

An Enterprise System does not include any of the following:

  • Information Technology security systems, including firewalls and other cybersecurity systems.
  • Physical access control systems, employee identification management systems, video monitoring and other physical control systems.
  • Infrastructure and mechanical control systems, including those that control or manage street lights, electrical, natural gas or water or sewer functions.
  • Systems related to 911 dispatch and operation or emergency services. Systems that would be restricted from disclosure by Section 6254.19.
  • The specific records that the information technology system collects, stores, exchanges or analyzes.

Requirements 
1. Create a catalog of enterprise systems, containing:

  • Current system vendor
  • Current system product
  • System’s purpose
  • A description of categories or types of data
  • The department that is the prime custodian of the data
  • The frequency that system data is collected
  • The frequency that system data is updated

2. To make the catalog publicly available upon request
3. To post the catalog in a prominent location on the agency’s website

Exception

If the public interest served by not disclosing the information described clearly outweighs the public interest served by disclosure, the local agency may instead provide a system name, brief title or identifier of the system.

ProductVendorPurposeData CategoryCustodianCollection FrequencyUpdate Frequency
Active.netThe Active Network IncRecreation class and facilities scheduling Recreation SoftwareRecreationAs NeededAs Needed
aPBnetCritical Reach APBnetPublic Safety BulletinPublic SafetyPublic SafetyDailyDaily
Application XtenderEMCArchiving for City documents and City recordsDocument ManagementInformation ServicesDailyDaily
BrassCGIBudgetting ApplicationBudgetFinanceAs NeededAs Needed
CalOppsCalOpps.OrgOnline Applicant SystemHuman ResourcesHuman ResourcesAs NeededAs Needed
CayentaHarris Computer SystemAccounts Receiable, Accounts Payable, PayrollFinancial SystemFinanceDailyDaily
Cisco VOIPCiscoEntperprise Phone SystemPhoneInformation ServicesDailyDaily
CRWSunGardBuilding permit, Plan-Check, and Inspection SystemPermitting System Building, Planning, Engineering and Fire PreventionDailyDaily
EncompassGeodesyGeographic Information SystemsGeographic Information SystemsInformation ServicesDailyDaily
FilemakerFilemaker IncDatabase and applications for tracking …DatabaseInformation ServicesDailyDaily
HDL Business LicenseHDL CompaniesIssue and Track Business LicenseBusiness LicenseFinanceDailyDaily
Internet WebsiteWordpressPosting of public information, alerts, and eventsWeb SiteAll DepartmentsAs NeededAs Needed
Maintenance ConnectionMaintenance Connection Inc.Maintenance Management SystemWork OrdersPublic WorksDailyDaily
MS Exchange ServerMicrosoftCitywide e-mail systemEmail SystemInformation ServicesDailyDaily
MS SQL ServerMicrosoftBackend Database ServerDatabaseInformation ServicesDailyDaily
Municipal CodeMunipal Code CorporationMunicipal Code and Ordinances PublicationDocument ManagementCity ClerksAs NeededAs Needed
MyMilpitas AppCity of MilpitasCitizen Request (website and mobile apps)WebsiteInformation ServicesAs NeededAs Needed
MySQL OracleBackend Database ServerDatabaseInformation ServicesDailyDaily
SunproSunpro IncFire Record Management SystemPublic SafetyPublic Safety DepartmentsDailyDaily
SymproEmphasysInvestment TrackingFinancial SystemFinanceAs NeededAs Needed
TelestaffKronosTimekeeping, scheduling and notificationPublic SafetyPublic Safety DepartmentsDailyDaily
Tiburon RMSTritechPublic Safety Record Management System Public SafetyPublic Safety DepartmentsDailyDaily
Tritech CADTritechComputer Aided Dispatch SystemPublic SafetyPublic Safety DepartmentsDailyDaily