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Local agencies – Enterprise Systems Inventory

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 multi departmental 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.

You can find the original text here.

The Enterprise System Catalog for CSWD is shown below.

Vendor and product: Intuit, QuickBooks
System purpose:Record revenue and expenses for the district.
Create financial, receivables and payables reports.
Maintains vendor and customer information used for billing.
Records payroll expenses like taxes and benefits.
Categories/types of data:Customer contact information.
Vendor contact information
Employee Contact information.
Dept./primary custodian:Not applicable
Frequency of collection: As needed
Frequency of update: As needed
Vendor and product: Microsoft, Word
System purpose:Create documents for customers, employees and vendors, such as notifications, requests, account reminders, and to provide information.
Categories/types of data:Customer, vendor or employee contact information. Billing information for/from customers or vendors where it applies.
Dept./primary custodian:Not applicable
Frequency of collection: As needed
Frequency of update: As needed
Vendor and product: Microsoft, Excel
System purpose:Preparation of budgets; collection of historical usage data for customers; table creation for the elaboration of compliance reports (eAR, CCR, etc.).
Categories/types of data:Billing information for customers (meter readings, billing amounts)
Dept./primary custodian:Not applicable
Frequency of collection: As needed
Frequency of update: As needed

Catalog created on 2016-05-19. Last review: 2020-02-25. Last Updated: 2019-05-24

You can find the original SB-272 bill’s text here.

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