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ly® <br />BEST BEST & KRIEGER <br />ATTORNEYS AT LAW 'jnu iy �i 15 g,,l a�„ ��7 <br />—Lu <br />Memorandum (:I� e`' (i! '', <br />C(1_ , , j,7. <br />To: PUBLIC AGENCY CLIENTS <br />From: BEST BEST & KRIEGER LLP <br />Date: JANUARY 18, 2016 <br />Re: SB 272 — NEW REQUIREMENT UNDER THE PUBLIC RECORDS ACT -- <br />CREATE A CATALOG OF ENTERPRISE SYSTEMS <br />SUMMARY <br />Senate Bill 272 (SB 272) amends the Public Records Act (PRA) by requiring <br />public agencies (with the exception of school districts) to create and make available to <br />the public a catalog of the "enterprise systems (software applications) used by each <br />agency. However, systems used for security, public safety, and public utilities are not <br />included in the requirements of SB 272. Each public agency has until July 1, 2016 to <br />complete the catalog, make copies available on request, and post it on the agency's <br />website. SB 272 also requires public agencies to update the catalog each year. <br />DISCUSSION <br />SB 272 adds new Section 6270.5 to the Government Code, which spells out the <br />requirements for the catalog of enterprise systems. The new statute defines an <br />enterprise system as: "...a software application or computer system that collects, stores, <br />exchanges, and analyzes information that the agency uses..." Generally, this definition <br />will include systems/applications your agency uses in the ordinary course of business, <br />such as Microsoft Word, Excel, and Outlook; Adobe Reader; time card processing <br />applications; financial data applications; and similar systems/applications. However, SB <br />272 specifically excludes the following types of systems/applications: <br />(1) Cybersecurity systems (including firewalls and other IT security systems) <br />and any system that contains information security records; <br />(2) Systems for physical access (employee ID management, video <br />monitoring, and other systems to control access to agency facilities and property); <br />(3) Systems that control/manage public utilities (including street lights, <br />electrical, natural gas, water or sewer); and <br />(4) Public safety systems (911 dispatch, operation or emergency services). <br />This product provided under the Public Policy & Ethics Group Program <br />93939.00000\24396573,1 <br />