Catalog of Enterprise Systems

Senate Bill 272 Compliance- Catalog of Enterprise Systems
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 analyzes 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  

Enterprise System Catalog Requirements:
1. Create a catalog of enterprise systems containing:

• Current system vendor
• Current system product 
• System's purpose 
• Description of categories or types of data 
• Department that is the prime custodian of the data 
• Frequency that system data is collected 
• 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

Enterprise System Catalog

Vendor Product Description of Data Primary Custodian(s) Frequency Collected Frequency Updated
Mail Chimp Mail Chimp Newsletters Admin As needed As needed
ECS Imaging Laserfiche Property and admin files in retrieval database City Clerk Daily Daily
Microsoft Office Office file types that are not stored within the application City-Wide Daily Daily
Microsoft Outlook Send and receive electronic communication City-Wide Daily Daily
Microsoft Windows MS Office files City-Wide Daily Daily
Civic Plus Aurora Notices, meeting dates, meeting minutes City Manager, Library Daily Daily
CentralSquare Technologies         eTRAKIT  Building, Planning permits, application materials and fees     Community Development Daily Daily
Avenu Insights Avenu Collect and issue business licenses and fees Finance Daily Daily
Tyler Technology
Incode Accounts Payable, General Ledger, Payroll, Budget Finance Daily Daily
Bibliocommons Bibliocommons Catalog Library Catalog with user interface for access to patron records and past history of reading if enabled by the patron.  MARINet/Library Daily Daily
Booksite Book Sizzle Subscriber names and email addresses Library Weekly Updated by subscriber
Cengage Gale Present Udemy Self-paced education resources Library Daily Monthly
Ebsco Consumer Reports Database Collects library card numbers Library Daily Daily
Envisionware PC Reservation Tracks number of minutes used on internet stations Library Daily Daily
Innovative Interfaces Sierra User names and library card numbers Library Daily Daily
Kanopy Kanopy Streaming film service; collects emails, username, and library card number Library Daily Daily
Mail Chimp Mail Chimp Newsletters Library Daily Daily
Zoobean Beanstack Reading challenges software Library Daily Daily
County of Marin Marin Map County database containing real property information Planning, Public Works Daily Daily
File Maker Pro FileMaker The purpose was to create a database and inventory forms for the Historic Inventory Planning As needed As needed
PastPerfect PastPerfect Database of archival photographs Planning As needed As needed
Tyler Technology 9 Incode Building, Planning permits Planning Quarterly Quarterly
ESRI ArcGIS ArcGIS for desktop consists of several geospatial processing programs, including ArcMap and ArcCatalog, that incorporate creating, editing, and analyzing geospatial data Public Works As needed As needed
ESRI ArcPad Data stored in files for transfer to GPS Public Works As needed As needed
MDF Commerce Repository of public works project documents and information about bidders. Public Works As needed As needed
Momentive Community engagement survey responses Public Works As needed As needed
MTC StreetSaver Tracks pavement maintenance and Pavement Condition Index for streets in the City Public Works Annually Annually
Mail Chimp Mail Chimp List of class registrants for Recreation Department mailings Recreation Daily Daily
Rec Desk Rec Desk Takes point of sale payments Recreation Daily Daily