Senate Bill 272

Approved 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.

Enterprise System Catalog [PDF] [EXCEL]