SB 272- Catalog of Enterprise Systems

             

Senate Bill 272 Compliance- Catalog of Enterprise Systems

Approved by California Governor Jerry Brown on October 11, 2015, Senate Bill 272 adds a section to the California Public Records Act requiring state and most local government agencies to create a catalog of Enterprise Systems by July 1, 2016, with annual updates.

Enterprise System
An Enterprise System, as defined by Senate Bill 272, is a software application or computer system that collects, stores, exchanges, and analyzes information an 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 a 'system of record' or an original source of data within an agency

Enterprise System Catalog

Requirements:

1. Create a catalog of enterprise systems containing:

  • Current system vendor
  • Current system product
  • System's purpose
  • Description of categories or types of data
  • Department that is the prime custodian of the data
  • Frequency that system data is collected
  • Frequency that system data is updated

2. To make the catalog publicly available upon request
3. Post the catalog in a prominent location on the agency's website

             
 Vendor  Product  Purpose  Description
of Data
 Primary
Custodian(s)
Frequency
Collected
Frequency
Updated
Tyler Technology
 Incode  Financial Mgmt
 Accts Payable/General
Ledger/Payroll/Budget
 Finance  Daily Daily
Tyler Technology 8
Incode
Financial Mgmt.
Building/Planning
Permits
 Planning Daily Daily
Muni Services
Muni
Business Licenses
issuance and fee
collection
 Collect and issue business licenses and fees
 FInance Daily Daily
Peelle
Technologies
Laserfiche  Central records filing system
Property and admin files in retrieval database
 City Clerk
Daily
Daily
 Civic Plus
Aurora City website
Notices, meeting dates, meeting minutes
 City Manager, Library
 Daily Daily


 Microsoft Windows
Creation and organization of digital work product and the running of applications
 MS office files, Adobe Acrobat,
Information
Daily
Daily
 Microsoft Office Creation and organization of digital work product and the running of applications
Office file types that are not stored within the application
All departments
Daily Daily
 Microsoft
Outlook Email Software

Send and receive electronic communication
 All departments
 Daily Daily
County of Marin
Marin Map
Database
County database
containing real property information
Planning/Public Works
Daily
Daily
 Rec Desk
Rec Desk
Recreation Dept. class payments
Takes point of sale payments
Recreation Dept.
Daily
 Daily
 Mail Chimp
Mail Chimp
Capture email addresses
List of class registrants for Recreation Dept mailings
Recreation Daily
Daily
 Emergency
Reporting
Fire Package
 FIre RMS
Incident info. inventory
 Fire Chief
Battalion Chief
Daily Daily
 Marin IT
Outlook Web App
 Email Messaging Fire Chief Shurtz
Daily  Daily
 Lynx Technologies
 Runbooks Route of travel
Printed map books with address, hydrants, fire protection
 Fire- Battalion Chief
 Bi-Annually Yearly
 Envisionware PC Reservation
 Used for accessing public computer stations and reports on time used
 Tracks number of minutes used on internet station
Library Daily Daily
Innovative Interfaces
Sierra Circulation software tracks books
 Users name and library card number
Library Daily Daily
 Booksite Book Sizzle
E-newsletter
Subscriber names and email addresses
 Library
Weekly Updated by subscriber
 ESRI ArcGeo Collection and mgmt. of city assest
Data stored in geodatabase
Public Works
Daily Daily
 ESRI ArcPad  Collection and mgmt of city assets through GPS
 Data stored in files for transfer to GPS
Public Works
As needed
As needed
 AutoDesk AutoCad Drafting plans and engineering design
Data stored in file format
Public Works
As needed
As needed