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SB 272 Compliance Deadline Fast Approaching

Cities Must Create and Post Catalog of Enterprise Systems by July 1

May 6, 2016
The Legislature expanded the California Public Records Act in 2015 by requiring local agencies to create and make available online a catalog of enterprise systems.
 
This catalog must be made public upon request and be posted in a prominent location on the local agency’s website. SB 272 goes into effect on July 1 and going forward cities will need to update the public data annually.
 
An unfunded state mandate, SB 272 was drafted to enhance government transparency by making local agencies’ data more accessible easier, as well as increase governmental efficiency.
 
Requirements
 
Under SB 272, an enterprise system is defined as a software application or computer system that collects, stores, exchanges and analyzes information that the agency uses that is both:
  • A multi-departmental system or a system that contains information collected about the public; and
  • A system that serves as an original source of data within an agency. 
There are a few important exemptions under SB 272. An Enterprise System does not include: 
  • 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 9-1-1 dispatch and operation or emergency services; and
  • Systems that would be restricted from disclosure by Section 6254.19.
The publically available catalog of enterprise systems must contain the following information:
  • 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; and
  • The frequency that system data is updated. 
Please note, aside from the exempted items listed above, a local agency made determine that additional information should remain private. 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.
 
Cities can create their own catalog or cities that are members of the Municipal Information Systems Association of California (MISAC) can use the organization’s catalog application created under a contract with the city of Garden Grove. For information about MISAC’s application, please contact info@misac.org.


 
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