Software Documentation

Approved on October 11, 2015, SB 272 adds a section to the California Public Records Act require local agencies to create a catalog of Enterprise Systems by July 1, 2016 with annual updates. The purpose of this system is to assist agencies in complying with the intent of this law and provide an additional benefit of information sharing to MISAC members.

Please see the Law Summary section for more details.

Table of Contents

SB 272 Summary

An enterprise system is a software application or computer system that collects, stores, exchanges and analyzes information that the 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 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.
  • The specific records that the information technology system collects, stores, exchanges or analyzes.

Requirements

  1. 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
  2. To make the catalog publicly available upon request
  3. To post the catalog in a prominent location on the agency’s website

Exception

If the public interest served by not disclosing the information described clearly outweighs the public interest served by disclosure, the local agency may instead provide a system name, brief title or identifier of the system.

Logging In and Managing Account

To log in, you must be a member of MISAC. Please contact a MISAC representative for more information.

As a new user, you will receive an email from a no-reply sender informing you of your login username (your email address) and a temporary password. Please check your Spam box if you have not received this email. Do note that password is case-sensitive, but email address/username is not.

You will be asked to agree to an EULA and change your password the first time you log in. Your password is encrypted and stored in a secured database. All password communications are secured via HTTPS. You may change your password again at any time after this by going through the Account menu.

If you have forgotten your password, use the forgotten password feature on the login page. You will be prompted to enter the email address you have on file with MISAC. Note again that the email address is case-insensitive. Use the temporary password provided in your email to log in and change your password again.

To manage your information including your password, access the Account menu on the top right main menu. There you can change your email address, full name, and password. Note that if you change your email address, that will be your new log in.

Managing Agency Information

Clicking on My Agencies menu item will take you to your agency. If you manage multiple agencies, you will instead see a list of the agencies you’re managing. Simply click on View Inventory to go in to that agency to manage its information.

Under the Agency page, you will find Edit Agency Info link that will take you to a page where you can modify information about your agency, including address, URL, and X/Y coordinates.

Entering Enterprise Systems Data

On your Agency page, you will find operations you can take under the Enterprise Systems section. Determine whether or not an item falls under SB 272 requirements before you do your input, then choose the appropriate operation.

For an SB 272 Item, the top portion of the form will be exported with your SB 272 report. The Non-public data section in gray will only be used internally. You may choose to share this data with other MISAC agencies or just keep track of it privately by checking or unchecking the Share with MISAC box.

Consult the Law Summary section to clarify what is appropriate data in each field.

For an non SB 272 Item, you can again choose to keep all data here private or share with with other MISAC agencies.

To toggle an existing item between SB272 Item and non-SB272 Item, you must first be on the Agency screen. On this screen you see a check or an X mark under the SB272 column. Simply click this icon to toggle between the two.

Exporting Enterprise Systems Data

Also on your Agency page, you will find export operations for your list of Enterprise Systems. The exports will only currently only export SB 272 items. You can choose from the following formats: PDF, CSV, and JSONP.

PDF

This will export a static PDF that you can download and host on your own server(s). The PDF will include the date it was generated on and a summary of SB 272.

CSV

CSV stands for Comma Separated Values. You can open this file in any number of applications including Microsoft Excel.

JSONP

This format is ideal if you would like to present the data to your users in a dynamic way on your website. This JSONP link can be access from anywhere without a log in. Remember that this will only include your SB 272 items.

The following is an example of a JSONP implementation. Please note that we are using the latest jQuery Library here, but you can implement the same with pure JavaScript or any other JavaScript Frameworks. You can also see a production implementation on City of Garden Grove's website.

Figure 1: Example code on how to implement JSONP response
$.getJSON(
'https://www.ci.garden-grove.ca.us/sb272/gardengrove/enterprise_systems.jsonp?callback=?',
function (data) {
var tbody = $('table#jsonp-example > tbody');
 
for (var i = 0; i < data.length; i++) {
var row = $('<tr></tr>');
row.append($('<td></td>').text(data[i].product));
row.append($('<td></td>').text(data[i].vendor));
row.append($('<td></td>').text(data[i].purpose));
row.append($('<td></td>').text(data[i].category));
row.append($('<td></td>').text(data[i].custodian));
row.append($('<td></td>').text(data[i].data_collection_frequency));
row.append($('<td></td>').text(data[i].data_update_frequency));
 
tbody.append(row);
}
}
);
<table class='table' id='jsonp-example'>
<thead>
<tr>
<th>Product</th>
<th>Vendor</th>
<th>Purpose</th>
<th>Data Category</th>
<th>Custodian</th>
<th>Collection Frequency</th>
<th>Update Frequency</th>
</tr>
</thead>
<tbody></tbody>
</table>
Figure 2: Live output of Figure 1 code
Product Vendor Purpose Data Category Custodian Collection Frequency Update Frequency

Searching and Reporting

On the search page, you can type in your search criteria for Product and Vendor. Note that this is a free form text field that is typed up by the agencies themselves, so spelling and spacing could vary. Case is irrelavant.

If you can't find the exact names, try using substring matches or broaden the search by using the Categories field. In the Categories field, you can choose multiple categories by holding down the CTRL key and clicking.

You can further narrow down your search results by using the cost fileds and the recommended field. Note, however, when using the cost fields that items without this information or the agency has chosen not to share them will not be part of the search result.