SB272

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Senate Bill 272

Approved on October 11, 2015, adds a section to the California Public Records Act requiring local agencies to create a catalog of Enterprise Systems by July 1, 2016 with annual updates.

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.
  • 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 cybersecurity 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 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.

Requirements

1. Create a catalog of enterprise systems, containing:

  • Current system vendor
  • Current system product
  • System’s purpose
  • A description of categories or types of data
  • The department that is the prime custodian of the data
  • The frequency that system data is collected
  • The frequency that system data is updated

2. To make the catalog publicly available upon request
3. 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.

Catalogue

Catalogue of Enterprise Systems used by the City of Santa Clara
Product Vendor Purpose Data Category Custodian Collection Frequency Update Frequency
Active.net The Active Network Inc Recreation class and facilities scheduling Recreation Software Parks & Rec As Needed As Needed
Enterprise GIS (ArcGIS ESRI Mapping of relational geospatial data. Geographic Information Systems Info Tech As Needed As Needed
Harris NorthStar Harris Computer Systems Utility Billing System (Electric, Water/Sewer and trash) Utility Billing Finance As Needed As Needed
Insight Applicant Tracking (Neogov) Neogov Applicant tracking Human Resources Human Resources As Needed As Needed
Lucity Lucity Customer requests and work orders Other Water-Sewer As Needed As Needed
PeopleSoft Enterprise Financial Management Oracle America Inc. Financial management - Accounts Payable, Purchasing, Inventory, General Ledger, Accounts Receivable, Billing Financial System Finance As Needed As Needed
PeopleSoft Enterprise Human Capital Management System Oracle America Inc. Human Resources management and Payroll Human Resources Finance As Needed As Needed
PublicStuff Accela, Inc. Citizen Request (Website Mobile App & 311) WebSite City Manager As Needed As Needed
Sharepoint - CSI Microsoft Intranet WebSite Info Tech As Needed As Needed
Granicus - Legistar and Video Services Granicus Agenda creation and management, web based meetings access and streaming video to the public. Agenda Management City Clerk As Needed As Needed
Sierra Innovative Interfaces Inc. Library Patron and Inventory Management Library Catalog Library As Needed As Needed
SIRE Document Management Hyland Software, Inc Records management Document Management City Clerk As Needed As Needed
Tidemark Accela, Inc. Community Development department collects customers address, and building permits. Fees. Permitting Community Development As Needed As Needed
Vision Content Management Vision Internet City Websites WebSite Info Tech As Needed As Needed
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