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 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.

Enterprise System Catalog:  October 1, 2024

Vendor and product:

Microsoft Office 365, Email

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.

Dept./primary custodian:  Information Technology

Frequency of collection:  As needed

Frequency of update:  As needed

Vendor and product:

Springbrook Software, Springbrook V7.18

System purpose:  Financial System

Categories/types of data:  Customer contact information, billing information, accounts receivable, accounts payable, payroll, general ledger tracking, cash management, and personnel maintenance.

Dept./primary custodian:  Not applicable

Frequency of collection:  Every day

Frequency of update:  Every day

Vendor and product:

Microsoft , Exchange Online

System purpose:  Email System

Categories/types of data:  Enterprise electronic mail

Dept./primary custodian:  Not applicable

Frequency of collection:  Every day

Frequency of update:  Every day

Vendor and product:

Adobe, Acrobat

System purpose:  Create agendas, forms, documents, etc.

Categories/types of data:  Documents, forms, etc.

Dept./primary custodian:  Not applicable

Frequency of collection:  As needed

Frequency of update:  As needed