SB 272 (Hertzberg)

The California Public Records Act

Enterprise Systems Covered by SB 272

Governor Jerry 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). 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. Stated plainly, SB 272 requires local agencies to create a catalog of multi-departmental systems or systems containing information about the public that store original records and post the catalog on their agency website.

​Which Systems Are 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.

Enterprise System Catalog

Updated July 3, 2019


Vendor and Product: Microsoft, Office Suite
System Purpose: For creating administrative documents, creating agendas and minutes, tracking maintenance schedules, etc.
Categories / Types of Data: Customer contact information, usage and billing information, agendas, minutes, etc.
Department / Primary Custodian: Information Technology
Frequency of Collection: As needed
Frequency of Update: As needed

Vendor and Product: TruePoint Solutions, TrueAIM
System Purpose: Creating and tracking water deliveries, creating utility bills, and invoicing customers.
Categories / Types of Data: Customer contact information, water usage, and billing information.
Department / Primary Custodian: Information Technology
Frequency of Collection: Every day
Frequency of Update: Every day

Vendor and Product: Accela, Springbrook
System Purpose: Financial System
Categories / Types of Data: Customer contact information, billing information, accounts receivable, accounts payable, payroll, general ledger tracking, cash management, inventory management, work orders, and personnel maintenance.
Department / Primary Custodian: Finance Department
Frequency of Collection: Every day
Frequency of Update: Every day

Vendor and Product: Microsoft, Exchange
System Purpose: E-Mail System
Categories / Types of Data: Enterprise electronic mail
Department / Primary Custodian: Information Technology
Frequency of Collection: Every day
Frequency of Update: Every day

Vendor and Product: ESRI, ArcGIS
System Purpose: Mapping and inventory of canals, pipes, etc.
Categories / Types of Data: Canals, pipelines, and reservoirs names and information.
Department / Primary Custodian: Engineering
Frequency of Collection: As needed
Frequency of Update: As needed

Vendor and Product: Adobe, Acrobat
System Purpose: Create agendas, forms, documents, etc.
Categories / Types of Data: Documents, forms, etc.
Department / Primary Custodian: Information Technology
Frequency of Collection: As needed
Frequency of Update: As needed

Vendor and Product: Laserfiche, Laserfiche
System Purpose: Document management system
Categories / Types of Data: Archived forms and documents
Department / Primary Custodian: Information Technology
Frequency of Collection: As needed
Frequency of Update: As needed

Vendor and Product: Smartsheet, Inc., Smartsheet
System Purpose: Project and workflow management
Categories / Types of Data: Project progress and planning initiatives
Department / Primary Custodian: Administration
Frequency of Collection: As needed
Frequency of Update: As needed

Vendor and Product: Appgen Business Software, PowerWindows
System Purpose: Previous financial system
Categories / Types of Data: Customer contact information, billing information, accounts payable, payroll, general ledger tracking, and cash management.
Department / Primary Custodian: Finance Department
Frequency of Collection: Never
Frequency of Update: Never

Vendor and Product: ClickSend, SMS Gateway
System Purpose: Mass text communications
Categories / Types of Data: Customer contact information.
Department / Primary Custodian: Information Technology
Frequency of Collection: As Needed
Frequency of Update: As Needed