Enterprise Catalog System

In October 2015, Governor Jerry Brown signed SB 272 (Hertzberg) into law, adding section 6270.5 to the part of the California Government Code (Sections 6250-6276.48) which contains the provisions of the California Public Records Act (Government Code Sections 6250-6276.48).

Section 6270.5 defines an enterprise system as a software application or computer system that collects, stores, exchanges and analyzes information that the agency uses that is (1) a multi-departmental system or system that contains information collected about the public and (2) a system of record. A system of record means a system that serves as an original source of data within an agency.

Stated plainly, SB 272 requires local agencies to create a catalog of multi-departmental systems or systems containing information about the public that store original records and post the catalog on their websites.

Enterprise systems do not include cybersecurity systems, infrastructure and mechanical control systems or information that would reveal vulnerabilities to, or otherwise increase the potential for an attack on, a public agency’s information technology (IT) system. Additionally, section 6270.5 does not automatically require disclosure of the specific records that the IT systems collect, store, exchange or analyze. However, the Government Code’s other provisions pertaining to disclosure of such records still apply.

Below is a list of the Enterprise Catalog Systems for CSJWCD

Vendor and Product:

Microsoft – Office 365

System Purpose:
For creating administrative documents, preparing agendas and minutes, and tracking maintenance schedules.

Categories / Types of Data:
Customer contact information, usage and billing information, agendas, minutes, and related administrative data.

Department / Primary Custodian:
Information Technology

Frequency of Collection:
As needed

Frequency of Update:
As needed

Vendor and Product:

CUSI – UMS

System Purpose:
For creating and tracking water deliveries, generating utility bills, and invoicing customers.

Categories / Types of Data:
Customer contact information, usage data, and billing information.

Department / Primary Custodian:
Information Technology

Frequency of Collection:
Every day

Frequency of Update:
Every day

Vendor and Product:

Intuit – QuickBooks

System Purpose:
Accounts payable, accounting, and financial tracking.

Categories / Types of Data:
General ledger data and cash management information.

Department / Primary Custodian:
Finance Department

Frequency of Collection:
As needed

Frequency of Update:
As needed