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SB 272 (Hertzberg)

California Public Records Act

Enterprise Systems Covered by SB 272

Gov. Jerry Brown signed SB 272 into law in October 2015, adding section 6270.5 to the part of the California Government Code (Sections 6250-6276.48) which contains the provisions of the California Public Records 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 websites.

Systems Not Covered by SB 272

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 information technology (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 Government Code’s other provisions pertaining to disclosure of such records still apply.

Enterprise System Catalog

Updated July 18, 2022

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, usage and billing information, agendas, minutes, etc.
Department / Primary Custodian:
Information Technology
Frequency of Collection:
Every day
Frequency of Update:
Every day
Vendor and Product:

Springbrook Software, Springbrook Enterprise

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:
Email 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:
ClickSend, SMS Gateway
System Purpose:
Mass text communications
Categories / Types of Data:
Customer contact information.
Department / Primary Custodian:
Information Technology
Frequency of Collection:
Never
Frequency of Update:
Never