State Bill 272

On October 11, 2015 SB 272 was approved. It adds a section of the California Public Records Act requiring local agencies to create a catalog of Enterprise Systems by July 1, with annual updates.

An Enterprise System is a software application or computer system that collects, stores, exchanges and analyzes information that the agency uses that is both of the following:

  • A system that contacts 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 cyber-security 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 streetlights, 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 the categories or types of data
  • The department that is the prime custodian of the data
  • The frequency that the system data is collected
  • The frequency that the systems is updated
  1. To make the catalog publicly available upon request
  2. 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.

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