The California Public Records Act (CPRA) requires local agencies such as Scotia Community Services District (SCSD) to create a catalog of Enterprise Systems and post it on its website no later than July 1, 2016. Annual updates also are required. This enterprise catalog was updated and posted in May 2018.
An Enterprise System is a software application or computer system that collects, stores, exchanges and analyzes information that the agency uses that is:
- A multi-departmental system or a system that contains information collected about the public; and
- A system that serves as an original source of data within an agency.
An Enterprise System does not include any of the following:
- Information technology security systems, including firewalls and other cybersecurity systems.
- Physical access control systems, employee identification management systems, video monitoring and other physical control systems.
- Infrastructure and mechanical control systems, including those that control or manage street lights, electrical, natural gas or water or sewer functions.
- Systems related to 911 dispatch and operation or emergency services.
- Systems that would be restricted from disclosure by Section 6254.19 of the CPRA.
- The specific records that the information technology system collects, stores, exchanges or analyzes.
CPRA requires agencies such as Scotia CSD to:
- Create a catalog of enterprise systems, containing:
- Current system vendor
- Current system product.
- System’s purpose.
- A description of categories or types of data.
- The department that is the prime custodian of the data.
- The frequency that system data is collected.
- The frequency that system data is updated.
- To make the catalog publicly available upon request.
- To post the catalog in a prominent location on the agency’s website.