Address:
Regional Government Services Authority
P.O. Box 1350
Carmel Valley, CA 93924
Phone:
650-587-7300

Enterprise System Catalog:

Vendor and product:
Intuit, MailChimp
System purpose:

Collect email contact information for marketing newsletter.

Categories/types of data:

First name, last name, email address

Dept./primary custodian:
Outreach/Marketing
Frequency of collection:
On demand (automated)
Frequency of update:
On demand (automated)
Vendor and product:
Microsoft, Microsoft 365
System purpose:

Centralized software subscription service that includes Microsoft Word, Excel, PowerPoint, One Drive, and Outlook

Categories/types of data:

- Employee mailboxes (names, email addresses)
- Shared drives and in the government cloud (various files)

Dept./primary custodian:
Administration
Frequency of collection:
On demand (automated)
Frequency of update:
On demand (automated)
Vendor and product:
NetFile, NetFile
System purpose:

Electronic system to complete and file FPPC Form 700 filings for required filers per the Agency's Conflict of Interest Policy.

Categories/types of data:

Names, contact email, contact phone, contact address, any financial conflict of interest disclosure information.

Dept./primary custodian:
Administration
Frequency of collection:
Every year
Frequency of update:
Every year
Vendor and product:
Automatic Payroll Systems (APS), APS and e-SelfServe
System purpose:

Payroll management system, time card system.

Categories/types of data:

Employee payroll data, employee time card data.

Dept./primary custodian:
Payroll
Frequency of collection:
Every day
Frequency of update:
Every day
Vendor and product:
Amazon Web Services, AWS Cloud Storage
System purpose:

Store agency files in a shared, cloud-based environment.

Categories/types of data:

All types of agency documents.

Dept./primary custodian:
Administration
Frequency of collection:
Every day
Frequency of update:
Every day
Vendor and product:
Ersi, ArcGIS Online and Desktop
System purpose:

Desktop and online Geographic Information Systems (GIS) software enabling mapping and geospatial analytics.

Categories/types of data:

GIS

Dept./primary custodian:
Outreach/Marketing
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
NEOGOV, NEOGOV Insight
System purpose:

Applicant tracking system.

Categories/types of data:

Application and candidate information, recruitment data, statistical analysis.

Dept./primary custodian:
Human Resources
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
RingCentral, RingCentral
System purpose:

Telephone, voicemail, videoconferencing, messaging system.

Categories/types of data:

Telephone numbers, cell numbers, email addresses, voicemails, instant messages

Dept./primary custodian:
Administration
Frequency of collection:
On demand (automated)
Frequency of update:
On demand (automated)
Vendor and product:
eSkill Corporation, eSkill
System purpose:

Skills tests used in the recruitment process.

Categories/types of data:

Applicant contact information.

Dept./primary custodian:
Human Resources
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Zoom Video Communications, Zoom and Zoom Webinar
System purpose:

Technology used to facilitate videoconferencing and webinars.

Categories/types of data:

video recordings

Dept./primary custodian:
Administration
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
LinkedIn, LinkedIn Recruiter
System purpose:

Recruitment tool to find, engage, and manage candidates for job postings.

Categories/types of data:

Names, email addresses, phone numbers, skills, experience.

Dept./primary custodian:
Recruitment Services
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Alchemer, Alchemer Survey
System purpose:

Online survey platform for creating surveys and collecting responses.

Categories/types of data:

names, email addresses, survey question responses

Dept./primary custodian:
Administration
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Tracker RMS, Tracker
System purpose:

Online client relationship manager.

Categories/types of data:

Names, email addresses, phone numbers of client contacts.

Dept./primary custodian:
Administration
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Dropbox, Dropbox Professional
System purpose:

Online file storage and transfer system. Utilized to transfer files to and from individuals outside the agency.

Categories/types of data:

Potentially any type of data collected in the course of doing business, but most likely names, email addresses, phone numbers, mailing addresses, application information, and test results for recruitment candidates.

Dept./primary custodian:
Administration
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Priority Commerce, MX Merchant
System purpose:

Online credit card payment processing system.

Categories/types of data:

Billing contact information, payment information.

Dept./primary custodian:
Finance
Frequency of collection:
As needed
Frequency of update:
As needed