Senate Bill 272 approved on October 11, 2015, adds a section to the California Public Records Act that required local agencies to create a catalog of Enterprise Systems by July 1, 2016.

What is an 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 or a system that serves as an original source of data within an agency.

What is not an Enterprise System?
Information Technology security systems; including firewalls and other cybersecurity systems; physical access control systems; employee identification management systems; video monitoring; 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.

Santa Margarita Groundwater Agency Enterprise System Catalog
December 2018

Product

Vendor

Purpose

Data Category

Custodian

Collection/Update

Frequency

Acrobat

Adobe

Documents

Administrative

Administration

As needed

DocuSign

Docusign

Electronic Signature

Administrative

Administrative

As needed

Alcatel-Lucent

Nokia

Phone System

Telecommunications

IT Vendor

Daily

GoToMeeting

LogMeIn

Teleconferencing

Telecommunications

Administrative

As needed

MailChimp

Rocket Science

Email

Public Relations

Administrative

As needed

Microsoft 365

Microsoft

Excel, Outlook, PowerPoint, Word

Administration

Information Services

Daily

smgwa.org

Launch Brigade

Website

Website

Administration

As needed

Quickbooks

Intuit Quickbooks

Accounting Software to track invoicing, budgets, vendor bills, and payments.

Accounting

Finance

As needed

Requirements
Create a catalog of enterprise systems, to make the catalog publicly available upon request and to post the catalog in a prominent location on the agency’s website. The catalog must contain information on the vendor, product, purpose, type of data, and the frequency that data is collect and updated.

Exception
If the public interest served by not disclosing the information described clearly outweighs the public interest served by disclosure, the agency may instead provide a system name, brief title or identifier of the system.