SB 272

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 post them on their websites if they have websites. If they do not have websites, 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 multi-departmental 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 multi-departmental 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, click here

CATALOG OF ENTERPRISE SYSTEMS SB 272

Vendor	Product	System Purpose	Custodian/Department	Frequency Collected	Updated
Adobe	Acrobat Pro	Edit, read, create Adobe PDF documents	Information Services	Daily	As needed
Central Square	TRAKiT	Permits, Business Licenses, Code Enforcement	Information Services	Daily	Daily
Civic Plus	Municipal Websites	City Website	City Manager	As needed	As needed
ESRI	ArcGIS	Spatial Data Management	Information Services	As needed	As needed
GovQA	GovQA	Public Records Requests	City Clerk	Daily	Daily
Granicus	Legistar	Agenda Management. Manages legislative process from drafting files to final approval.	City Clerk	As needed	As needed
Granicus	LiveManager	Meeting recording and broadcasting system	City Clerk	As needed	As needed
HLP	Chameleon	Shelter management, licensing, field operations, and veterinary record-keeping	Information Services	Daily	Daily
Laserfiche	Laserfiche	Document Retention system	Information Services	Daily	Daily
Matrix Imaging Solutions	DataProse	Water Billing bill printer management	Water Billing	Daily	As needed
Microsoft	Exchange	Email and Calendar	Information Services	Daily	Daily
Microsoft	Office 365	Suite of cloud-based productivity tools and software	Information Services	Daily	Daily
Microsoft	SharePoint	Intranet documentation platform	Information Services	As needed	As needed
NeoGov	NeoGov	Applicant Tracking	Human Resources	As needed	As needed
Netfile	Netfile	Electronic filing system to file campaign statements and statements of economic interests	City Clerk	As needed	As needed
Nobel	Geoviewer	Spatial Data Management	Information Services	As needed	As needed
OpenGov	Budgeting & Planning	Budget processing, planning, reporting system	Development Services	As needed	As needed
Paymentus	Paymentus	Water Billing payment processor	Water Billing	Daily	Daily
The Public Group, LLC	Public Purchase	Online bid platform	Development Services	As needed	As needed
Trimble	Cityworks	Public Works Asset Management System	Information Services	Daily	Daily
Tyler	New World	ERP. Core business processes—including finance, HR, and procurement	Information Services	Daily	Daily

In accordance with 6270.5, this document is updated annually. For this document an enterprise system is a multi-department system of record.

This catalog excludes:

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 pursuant to Section 6254.19. of the Government Code
The specific records that the information technology system collects, stores, exchanges, or analyzes.
Nothing in this section shall be construed to permit public access to records held by an agency to which access is otherwise restricted by statute or to alter the process for requesting public records, as set forth in this chapter.