Address:
County of Orange
333 W. Santa Ana Blvd.
Santa AnA, CA 92701

Enterprise System Catalog:

Vendor and product:
SouthTech Systems, CAMS
System purpose:

Agenda Item (ASR) input and retrieval

Categories/types of data:

County ASR creation including uploaded attachments files for Agendas for use in Board of Supervisors Meetings

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
SouthTech Systems, Agenda Works
System purpose:

COB application for ASR update/verification and Agenda creation, Used to compile ASRs from CAMS system and create meeting Agendas, Minutes, etc.

Categories/types of data:

Board of Supervisor agenda items from CAMS system and create meeting Agendas, Minutes, etc.

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
SouthTech Systems, Agenda Search
System purpose:

COB application for ASR search purposes

Categories/types of data:

BOS Meeting Agenda items and attachment(s) lookup within COB

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
SouthTech Systems, Agenda Search Web
System purpose:

County application for ASR search purposes

Categories/types of data:

BOS Meeting agenda items and attachments

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
SouthTech Systems, Conflict of Interest
System purpose:

Form 700 filing application

Categories/types of data:

County agency/entity Form 700 filings

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Microsoft, SharePoint Online
System purpose:

IntraOC information sharing and collaboration Intranet Portal. Stores files and contains content used by all county agencies

Categories/types of data:

Word documents, Excel spreadsheets, PowerPoint presentations and content pages about county business, county applications and collaboration workflow information.

Dept./primary custodian:
Orange County Information Technology (OCIT)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Microsoft, Exchange 2010/2013 and Exchange Online w/Outlook Client
System purpose:

Enterprise Email used for internal and external electronic correspondance

Categories/types of data:

Email Communications and associated attached documents, spreadsheets and presentations used in the conduct of the County business.

Dept./primary custodian:
Orange County Information Technology (OCIT)
Frequency of collection:
On demand (automated)
Frequency of update:
On demand (automated)
Vendor and product:
Microsoft, Office 2013 and Office 2016
System purpose:

Administrative productivity suite. Used to generate documents, spreadsheets, databases and presentations.

Categories/types of data:

Conduct of the county business info in the form of memorandums, presentations, balance and budget workbooks, various internal county forms, shared spreadsheets.

Dept./primary custodian:
Orange County Information Technology (OCIT)
Frequency of collection:
Every day
Frequency of update:
Every day
Vendor and product:
Orange County Information Technology, OC Expediter
System purpose:

County procurement request initiation and tracking

Categories/types of data:

Procurement data related to RFPs and purchasing information.

Dept./primary custodian:
Orange County Information Technology (OCIT)
Frequency of collection:
Every day
Frequency of update:
Every day
Vendor and product:
CGI, County-wide Accounting and Personnel System (CAPS) + Advantage Financial System
System purpose:

CAPS is a Family of Integrated Information and Document Imaging
Systems that process at the County’s Data Center

Categories/types of data:

Budget Preparation
General Ledger
Accounts Payable
Cost Accounting
Accounts Receivables
Fixed Assets
Source Document Imaging
On-Line Reporting
Data Warehouse

Dept./primary custodian:
Auditor Controller
Frequency of collection:
Every day
Frequency of update:
Every day
Vendor and product:
CGI, County-wide Accounting and Personnel System (CAPS) + Human Resource & Payroll System
System purpose:

CAPS is a Family of Integrated Information and Document Imaging
Systems that process at the County’s Data Center

Categories/types of data:

Position Control
Recruiting
Payroll Administration
Labor Distribution
Time Entry
Source Document Imaging
On-Line Reporting
Data Warehouse
Personnel Administration

Dept./primary custodian:
Auditor Controller
Frequency of collection:
Every day
Frequency of update:
Every day
Vendor and product:
GeoMetrix Data System Inc, Training Partner Learning Management System
System purpose:

Provides Enterprise Wide Online Training

Categories/types of data:

Employee Training Records
Course Enrollment Information
Course Curriculum (such as HIPAA training, Harassment Policy Training, etc.)

Dept./primary custodian:
Auditor Controller
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
One Legal, LLC, OneLegal.com
System purpose:

Litigation Support Services

Categories/types of data:

Court Documents

Dept./primary custodian:
County Counsel
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
County of Orange, CA, Multi-County Electronic Recording Delivery System
System purpose:

System enables customers (e.g. title and escrow companies) with significant numbers of documents to record via computer. This system also empowers customers to receive immediate and direct communication from Orange County Recorder staff and to monitor the status of recordings electronically.

Categories/types of data:

Documents related to all real-property transactions that occur within the County

Dept./primary custodian:
Clerk Recorder
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
NeoGov, NeoGov.com
System purpose:

Software automates the entire hiring and performance evaluation process, including position requisition approval, automatic minimum qualification screening, test statistics and analysis, and EEO reporting

Categories/types of data:

Employment Applicant Information
Employee Evaluations
Employee On Boarding Data
Employee Off Boarding Data

Dept./primary custodian:
Human Resource Services (HRS)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Bloomberg Finance L.P., Bloomberg Anywhere
System purpose:

Revenue Collection

Categories/types of data:

financial data related to revenue collection

Dept./primary custodian:
Treasurer Tax Collector (TTC)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Sirsi/Dynix, Workflows
System purpose:

Library Information System

Categories/types of data:

library management

Dept./primary custodian:
OC Community Resources (OCCR)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
SAIC, DES (Data Entry System)
System purpose:

Capture applicant, agent, and assessment appeal information to save time for data entry.

Categories/types of data:

Property tax info

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
HLP, Happy
System purpose:

Section 8 Housing/Leasing

Categories/types of data:

leasing information

Dept./primary custodian:
OC Community Resources (OCCR)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Chameleon, Chameleon
System purpose:

Animal Care/Shelter information System

Categories/types of data:

animal records, adoption records

Dept./primary custodian:
OC Community Resources (OCCR)
Frequency of collection:
As needed
Frequency of update:
As needed
Alternative name:
Point of Sale vendor
System purpose:

Park reservation/resource system

Categories/types of data:

Financial

Dept./primary custodian:
OC Community Resources (OCCR)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
OCIT, OC Parks Permits
System purpose:

Parks permitting system

Categories/types of data:

permit Information

Dept./primary custodian:
OC Community Resources (OCCR)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, Integrated Case Management System
System purpose:

Manages Probation Records

Categories/types of data:

probation records

Dept./primary custodian:
Probation (PROB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Skidata, Parking Receipts
System purpose:

Report Parking Receipts

Categories/types of data:

parking receipts

Dept./primary custodian:
OC Public Works (OCPW)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
EnergyCap Inc., EnergyCap
System purpose:

Utility billing and usage

Categories/types of data:

Billing information

Dept./primary custodian:
OC Public Works (OCPW)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
GovClarity, Digital Map
System purpose:

Integrate data with maps

Categories/types of data:

Geographical

Dept./primary custodian:
OC Public Works (OCPW)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Hyland, OnBase
System purpose:

Image/document management

Categories/types of data:

images and documents

Dept./primary custodian:
OC Information Technology
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, APPS
System purpose:

Tracks and maintains County development projects

Categories/types of data:

development projects

Dept./primary custodian:
OC Public Works (OCPW)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
TriTech Software Systems, RMS
System purpose:

Manages Records

Categories/types of data:

Records

Dept./primary custodian:
OC Sheriff's Department (OCSD)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Legal Edge Software, American Defender
System purpose:

Legal Case Management System

Categories/types of data:

Case Files

Dept./primary custodian:
Public Defender
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
OCIT, Assessment Tax System
System purpose:

Property tax assessment data

Categories/types of data:

Property Tax assessment information

Dept./primary custodian:
Assessor
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Columbia Ultimate, Columbia Ultimate Business Systems
System purpose:

debt Collection

Categories/types of data:

financial data

Dept./primary custodian:
Treasurer Tax Collector (TTC)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Wausau Financial Systems, Inc., Image RPS
System purpose:

payment and transaction processing

Categories/types of data:

financial data

Dept./primary custodian:
Treasurer Tax Collector (TTC)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Official Payments, Official payments
System purpose:

Provides electronic payment services

Categories/types of data:

Payment Data

Dept./primary custodian:
Treasurer Tax Collector (TTC)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Wausau Financial Systems, Inc., Remittance Products
System purpose:

remittance processing

Categories/types of data:

financial data

Dept./primary custodian:
Treasurer Tax Collector (TTC)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
DFM Associates, EIMS
System purpose:

Election management system, manages voter and election information

Categories/types of data:

Voter/election information

Dept./primary custodian:
Registrar of Voters (ROV)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
IntelliTime Systems Corporation, Virtual Timesheet Interface
System purpose:

Timecard management

Categories/types of data:

Timecards

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

Electronic Campaign Finance Disclosure. Contains campaign finance disclosures, such as 460 form

Categories/types of data:

Campaign Finance information

Dept./primary custodian:
Registrar of Voters (ROV)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
SAIC, Claims and Lawsuits
System purpose:

To collect data and share data and documents submitted with claim electronically in the timely manner as well as to reduce paper and improve access

Categories/types of data:

legal documents

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, PRI (Public Information Request)
System purpose:

Record the public request for board meeting agenda records

Categories/types of data:

Public information requests data

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, Electronic Report Management & Imaging
System purpose:

stores finiancial reports, documents payroll transaction

Categories/types of data:

finincial data, HR, payroll

Dept./primary custodian:
Auditor Controller (AC)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, OCHR Career Finders
System purpose:

Provide an application for internal employees apply for internal transfers

Categories/types of data:

Employee applications

Dept./primary custodian:
Human Resources (HRS)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, CFR (Claim for Refund)
System purpose:

Track, number and responde to all Claims for Refund of Taxes or Penalties Paid

Categories/types of data:

tax information

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, Paystub Portal
System purpose:

Provide employee payroll information

Categories/types of data:

Payroll information

Dept./primary custodian:
AC
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Delphinus, LLC, ClerkDocs
System purpose:

Meeting Agendas and Minutes, Budgets, Election Results

Categories/types of data:

Meeting Agendas and Minutes, Budgets, Election Results

Dept./primary custodian:
Clerk Recorder
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
SAIC, ATS/PTS (Property Tax System)
System purpose:

Process Assessment Appeals submitted by County taxpayers to challenge the Assesor's opinion of value of their real or personal property.

Categories/types of data:

Property tax information

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, Fictitious Business Name Information
System purpose:

Provide public Fictitious Business Name information

Categories/types of data:

Fictitious Business Names

Dept./primary custodian:
Clerk Recorder
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Telecorp Products Inc., Call Parrot
System purpose:

Record Customer Service Calls

Categories/types of data:

Multimedia files

Dept./primary custodian:
Social Services Agency (SSA)
Frequency of collection:
As needed
Frequency of update:
As needed
Alternative name:
Messaging service vendor
System purpose:

distributing messages.

Categories/types of data:

contact information

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
BidSync, BidSync
System purpose:

Bid solicitation service

Categories/types of data:

Request for proposals (RFPs),

Dept./primary custodian:
County Procurement Office (CPO)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Cerner, Document Imaging System
System purpose:

Birth & Death Certificate scanning & distribution system

Categories/types of data:

Birth certificates & Death Certificates

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, Medi-Cal Fraud Detection
System purpose:

The purpose of the application is to search for individuals or businesses in the official California Medi-Cal Suspended lists.

Categories/types of data:

Individuals and business on the Medi-Cal Suspended List

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, ED Online
System purpose:

Application allows for behavioral health information to be collected by Providers in the field

Categories/types of data:

Application provides for the capture of additional behavioral health care information outside of Cerner EHR

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, ICS Registry
System purpose:

Custom web site that allows selected capture and reporting of clinical information for targeted population groups

Categories/types of data:

clinical information

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
AmerisourceBergen, AutoMed
System purpose:

Provides demographic data to drug dispensing system

Categories/types of data:

demographic

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Caminar, Caminar
System purpose:

Allow HCA Provider Programs to access and review their partners data.

Categories/types of data:

patient information

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
HP TeleForm, GoScan
System purpose:

Document scanning support for hospitals.

Categories/types of data:

documents

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
CMS Radiology, CMS Radiology
System purpose:

Manages the Digital X-rays

Categories/types of data:

Digital X-rays

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
University of Medicine and Dentistry of New Jersey, Pathways to Wellness
System purpose:

Provides patient medical information

Categories/types of data:

dental info

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
SHOPP, SHOPP
System purpose:

Provides public health nursing services to the senior citizen population within Orange County.

Categories/types of data:

medical information

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Alternative name:
vendor B
System purpose:

a Radiology Information System server that serves as an intermediary between the Chili PACS and the customer.

Categories/types of data:

Radiology Information

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Naphcare, TechCare
System purpose:

Electronic Health Record system used by Correctional Medical Services.

Categories/types of data:

Electronic Health Records

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
PH Radiographic System, PH Radiology
System purpose:

Manages the Digital X-rays

Categories/types of data:

digital x-rays

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Teletask INC. , AutoDialer
System purpose:

Patient Appointment Reminder

Categories/types of data:

patient contact info

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Accela, Envision Connect
System purpose:

Track Food and Facility Inspection activity related to environmental health in Orange County

Categories/types of data:

Food and Facility Inspection activity

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
eCompliance, eCompliance
System purpose:

Collect Hazardous Facility data from businesses to meet state regulatory requirements

Categories/types of data:

Hazardous Facility data

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In House, Immunizaton History
System purpose:

Intranet Application that allows users to query legacy Patient Immunization Records

Categories/types of data:

Immunization History

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Centers for Disease Control and Prevention, LRN Results Messenger
System purpose:

Provides the PH Lab the ability to manage and share standard laboratory results data securely with other Public Health partners.

Categories/types of data:

Laboratory results data

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In House, WIC CaTS
System purpose:

Patient Appointment Reminder

Categories/types of data:

Patient Appointment Reminder

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Spectrasoft, Appointments CS
System purpose:

Provider and patient appointment system used by Medical Therapy Units.

Categories/types of data:

patient contact and appoitnment data

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Kalos, CIPS
System purpose:

Check drug interactions and maintain records on drugs dispensed and associated costs

Categories/types of data:

records on drugs dispensed

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, MTU Online
System purpose:

Electronic Health Record system

Categories/types of data:

Electronic Health Records

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Alternative name:
Medical Billing Vendor
System purpose:

Billing system for Medical Billing Unit

Categories/types of data:

medical billing records

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
RX America /Pro Pharma, RX America /Pro Pharma
System purpose:

This is a method of transport, not an application. Enables BHS to automate sending of pharmacy eligibility files to their participating vendors on a daily process. The automated process is encrypted using the PGP FTP method to send scheduled batch jobs to the vendors in a timely manner and more importantly, the contacting pharmacies are able to receive more up to date patient information for filling patient prescriptions.

Categories/types of data:

pharmaceutical data

Dept./primary custodian:
Health Care Agency (HCA)
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
In house IT, Board, Committees and Commissions Database
System purpose:

Store Board, Committees and Commissions data

Categories/types of data:

Board, Committees and Commissions Data

Dept./primary custodian:
Clerk of the Board (COB)
Frequency of collection:
As needed
Frequency of update:
As needed