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:
- A multidepartmental system or system that contains information collected about the public and
- 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
Catalog of Enterprise Systems SB 272
|Vendor||Product||System Purpose||Categories, Layers, or Modules||Custodian/Department||Frequency Collected||Updated|
|Edgesoft||CLIPP||Permits, License Renewal, Inspection Request||Service Request, Record submission and review||Information Services||Daily||Daily|
|Edgesoft||CSI||License, Permitting, Planning, Inspection System||Record Management||Information Services||Daily||Daily|
|Edgesoft||CSI Property Portal||City Property Information (Permits, Licenses, Planning cases)||Public Portal (Open Data)||Information Services||Daily||Daily|
|Edgesoft||Mi-Fire||Mobile Fire Annual Company Inspection Program||Mobile Inspection App||Information Services||Daily||Daily|
|Edgesoft||Mi-Inspection||Mobile BSD and Code Enforcement Inspection Program||Mobile Inspection App||Information Services||Daily||Daily|
|ESRI||ArcGIS Suite||Spatial Data Management||ArcGIS Server, ArcGIS SDE, ArcGIS Desktop, ArcGIS Online||Information Services||Daily||Daily|
|FileMaker||FileMaker Pro||Cross-platform Relational Database Application||Manage Custom In-house Databases||Police, Fire, Community Development Dept.||Daily||Daily|
|Freedom Speaks||CitySourced||Public Access to Service Request||Service Request||Information Services||Daily||Daily|
|Granicus||Media Streaming||Media Streaming of Meetings||Granicus Software Suite||GTV6||Weekly||Weekly|
|IBM||IBM FileNet||Document Management||Document Imaging||Information Services||Daily||Daily|
|iContact||iContact||Email Communications and Marketing||Messaging System||Information Services||Semi-Monthly||Semi-Monthly|
|Latitude Geographics||GeoCortex||Web Mapping Application||Essentials||Information Services||Daily||Daily|
|Microsoft||Exchange||Email and Calendaring System||Server and Client System||Information Services||Daily||Daily|
|Microsoft||SharePoint||Public Records Request (PRR)||Service Request/Tracking System||Information Services||Daily||Daily|
|NeoGOV||NEOGOV||Applicant Tracking||Applicant Tracking||Human Resources||Daily||Daily|
|NetFile||NetFile 460||Campaign Disclosures||Record Management||City Clerk||Monthly, Semi-Annually||Monthly, Semi-Annually|
|QMatic||Ensemble||Customer Flow Management||Queuing System||Community Development||Daily||Daily|
|SouthTech Systems||700||Conflict of Interest Reporting||Form 700||City Clerk||Annually||Annually|
|Vermont Systems, Inc.||WebTrac, RecTrac||Recreation Software||Online Registration, Online Payments||Community Services & Parks||Daily||Daily|
|Vision Technology Solutions||Vision Internet Website||City Website, Intranet Website||Content Management||Information Services||Daily||Daily|
|Zendesk||CSR||Customer Service Request||Service Request||Information Services||Daily||Daily|