Senate Bill 272 – California Public Records Act
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 analyses 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
Requirements
1. Create a catalog of enterprise systems containing
A. Current system vendor
B. Current system product
C. System’s purpose
D. Description of categories or types of data
E. Department that is the prime custodian of the data
F. Frequency that system data is collected
G. 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 | Data Type | Custodial Department | Update Frequency |
| Accela Springbook | Finance Records | Financial Data SQL | Finance Department | Daily |
| Microsoft Windows | File Server | Documents, Pictures, Audio | IT Department | Daily |
| Microsoft Exchange | Emails & Attachments | IT Department | Daily | |
| Tracnet | Law Enforcement Records | Case Files | Police Department | Daily |
