How to Stay Compliant with California Senate Bill 272

Published on

October 3, 2018

Category

Author

Jan-alfred Aquino

In October 2015, California governor Jerry Brown approved Senate Bill 272 (SB272). SB272 adds section 6270.5, included in the bill, to the California Government Code. The bill requires all local agencies (excluding educational agencies) to “create a catalog of enterprise systems.” This blog post will help you navigate through SB272 if you are unsure how SB272 applies to your organization.

What is an enterprise system?

SB272 defines an enterprise system as “a software application or computer system that collects, stores, exchanges, and analyzes information that the agency uses.” An enterprise system is a multidepartmental system collecting information about the public and a “system of record” (according to SB272, a system that “serves as an original source of data within an agency”).

Examples of systems that are not enterprise systems and are excluded from SB272 are infrastructure and control systems, systems related to 911 dispatch and operation or emergency services, and specific records that the IT system collects, stores, exchanges, or analyzes.

Enterprise systems, including exceptions and inclusions, are described under (c)(1) of section 6270.5 in SB272.

What does my agency have to do?

SB272 requires that all local agencies create a catalog of enterprise systems, starting July 1, 2016. The catalog must be available on the agency website, if one exists, and in the office of the person designated by the agency’s legislative body. The catalog must be updated annually. The following information about each enterprise system must also be disclosed:

(1) Current system vendor.

(2) Current system product.

(3) A brief statement of the system’s purpose.

(4) A general description of categories or types of data.

(5) The department that serves as the system’s primary custodian.

(6) How frequently system data is collected.

(7) How frequently system data is updated.

What exceptions are there to section 6270.5?

Section 6270.5 does not permit access to information held by an agency that is otherwise currently restricted by statute. Further, SB272 states that if the public interest served by not disclosing information outweighs the interest served by the disclosure of information, then the local agency can provide a system name instead.

How can my agency comply with SB272?

OpenRecord, powered by SeamlessDocs, can assist your agency in complying with SB272. OpenRecord can effortlessly create catalogs of enterprise systems as required in SB272, as well as assist in the storage, maintenance, and navigation of your catalogs. Learn more about how OpenRecord can help your agency.

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