Senate Bill (SB) 272 from Robert Hertzberg (San Fernando Valley) was enacted as part of the 2015-2016 session and expands the requirements of the California Public Records Act for public agencies to now establish a catalog of enterprise systems and post therein on the agency website by July 1, 2016 and with annual updates. The legislation defines “enterprise systems” as software applications or computer systems that collects, stores, exchanges, and analyzes records the agency uses either in generating source information and or as information collected about the public. The legislation includes certain and limited reporting exemptions – such as security and related controls – and applies to all State and local agencies with the exception of schools.
Consistent with SB 272’s new reporting requirements staff has identified the germane computer technologies currently used by Marin LAFCo that appear to qualify as an enterprise system. These systems collectively total five and are used by Marin LAFCo to either (a) collect, store, exchange, and analyze source records and or (b) represent general information collected about the public in step with meeting the agency’s directives. The system products are summarized below.
Marin LAFCo Enterprise System
- Microsoft Office: Used to collect, analyze, communicate, and present source public information and records associated with the agency’s business, regulatory, and planning activities and duties and secured through an annual user license with Microsoft
- QuickBooks: Used to record, tabulate, process, and transmit the agency’s source financial information and records – including budgeting, payroll, and accounts payable/receivable
- ArcGIS: Used to create source mapping records for the agency with respect to jurisdictional boundaries and spheres of influence for all cities and special district under Marin LAFCo’s oversight and accessed through a shared ESRI user license with Marin Map
- Acrobat DC: Used to covert, sign, and manage information into PDFs for purposes of record retention and securable transmission and accessed through an annual user agreement with Adobe
- Streamline: Paid website content management system that transmits source information generated by Marin LAFCo to the general public