Software Application Portfolio (SB272)
Senate Bill 272 - California Public Records Act
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
To read the text of Senate Bill 272:
California Legislative Information Site: Senate Bill 272
Requirements
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
- To make the catalog publicly available upon request
- To post the catalog in a prominent location on the agency’s website
| # | Vendor | Product | Purpose | Type of Data | Primary Custodian | Data Collection Frequency | Data Update Frequency |
|---|---|---|---|---|---|---|---|
| 1 | Adam Mathew Digital | Quartex | Digital Databases | Facilities workorders, IT support tickets, library holdings information as it pertains to support tickets | SCL IT Staff | Daily | Daily |
| 2 | Asset Panda | Asset Panda | Asset tracking software | Asset records | IT and Budget and Finance | Daily | Daily |
| 3 | BiblioCommons | BiblioCommons | Public library catalog used by library patrons to locate materials for request checkout as well as for managing their patron accounts | library materials and patron account data | IT and Library Branches | Daily | Daily |
| 4 | Bibliotheca | LibraryConnect | Platform used for communications, office productivity platforms and file sharing | Self service software | IT and Library Branches | Daily | Daily |
| 5 | David Lightell | Sonoma County Library Help System | Technical support ticketing and inventory tracking | Computer inventory and support tickets | SCL IT Staff | Daily | Daily |
| 6 | HappyFox | Sonoma County Library Help System | Happy Fox is a ticket system used for tracking staff support requests | Facilities workorders, IT support tickets, library holdings information as it pertains to support tickets | SCL IT Staff | Daily | Daily |
| 7 | Innovative Interfaces Inc. | Polaris LEAP | Polaris is used to store library account information, library materials, and library collection budget information. Patrons use the public interface to find and place requests to check out available materials | Patron data, library materials supplier vendor information and budget, title and item records | Library | Daily | Daily |
| 8 | Intuit | Intuit - Quickbooks | Financial, procurement, and budgetary records | Financial, procurement, and budgetary records | Budget and Finance | Daily | Daily |
| 9 | Microsoft | MS Office 3.65 | Platform used for communications, office productivity platforms and file sharing | Email, Calendars, Word Processing, Spreadsheets, Presentations, Documentation | All Library Departments | Daily | Daily |
| 10 | OCLC | Content DM | Archive document repository | Photos, Documents | Sonoma County Library | Daily | Daily |
| 11 | OCLC | EZproxy | Database access control | Remote website traffic log | SCL IT Staff | Daily | Daily |
| 12 | Orangeboy | Savannah | Incident tracking and library user stats | Incident reports and library user statistics | SCL Communication Staff | Daily | Daily |
| 13 | Pantheon | Hosting Platform | Pantheon hosts the Library's public website | Minutes? | Sonoma County Library | Daily | Daily |
| 14 | SirsiDynix | Horizon | Horizon is used to store library account information, library materials, and library collection budget information. Patrons use the public interface to find and place requests to checkout availabel titles | Patron data, library materials supplier vendor information and budget, title and item records | SCL IT Staff | Daily | Daily |
| 15 | SirsiDynix | Horizon Information Portal | Public access to library services | Use statistics, library user saved lists | SCL IT Staff | Daily | Daily |
| 16 | SirsiDynix | Enterprise | Public access to library services | Library user saved lists | SCL IT Staff | Daily | Daily |
| 17 | SirsiDynix | BlueCloud Analytics | Reporting from Horizon system | Library item and library use information, personally identifiable user information not collected | SCL IT Staff | Daily | Daily |
| 18 | SmartSheet | SmartSheet | Financial, procurement, and budgetary records | Financial, procurement, and budgetary records | All Library Departments | Daily | Daily |
| 19 | Solus | Library App | Public access to Library catalog and user account details from mobile devices | Mobile app usage statistics, but not at a personally identifiable level | SCL IT Staff | Daily | Daily |
| 20 | SpringShare | Ask a Librarian | Ask a Library is an web-based platform for patrons to ask the librarians reference questions | Online Q&A | Sonoma County Library | Daily | Daily |
| 21 | Todays's Business Solutions | MyPC / Papercut | Public Library Computer time and print management | Time management | IT and Library Branches | Daily | Daily |
| 22 | Unique Management Services | MessageBee | Email, SMS, and Telephone notifications | Log of notifications | SCL IT Staff | Daily | Daily |
| 23 | VMware | Workspace One | Workspace One is used to lockdown and manage the libraries iOS devices | Profile data | SCL IT Staff | Daily | Daily |
