Address:
Bear Valley Community Services District
28999 S Lower Valley Rd
Tehachapi, CA 93561
Phone:
(661) 821-4428

Enterprise System Catalog:

Vendor and product:
Constant Contact, Inc., Constant Contact
System purpose:

An email system providing residents who sign up with updates about the Community Services District

Categories/types of data:

Email addresses

Dept./primary custodian:
Administration - Communications
Frequency of collection:
On demand (automated)
Frequency of update:
On demand (automated)
Vendor and product:
Granicus, Media Manager
System purpose:

Displays and archives board and committee meeting agendas. Live streams public meetings and archives meeting videos.

Categories/types of data:

Document storage and retention. Meeting agendas and live streams.

Dept./primary custodian:
Administration - Communications
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
GateHouse Solutions, GateHouse Solutions
System purpose:

Gatehouse security database and guest pass system.

Categories/types of data:

Resident and guest/visitor contact information

Dept./primary custodian:
Administration
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Everbridge, Inc., Nixle
System purpose:

Emergency email and text message alert system

Categories/types of data:

Resident contact information

Dept./primary custodian:
Administration - Communications
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Corbin Willits Systems, MOMsoftware
System purpose:

Financial software, billing, invoices, payroll.

Categories/types of data:

Billing information

Dept./primary custodian:
Administration - Finances
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Aspect Engineering, SCADA (Supervisory Control and Data Acquisition)
System purpose:

Wastewater system tracking and monitoring

Categories/types of data:

Pump functionality, water treatment level monitoring

Dept./primary custodian:
Public Works - Wastewater
Frequency of collection:
On demand (automated)
Frequency of update:
On demand (automated)
Vendor and product:
SCADA Industries, SCADA (Supervisory Control and Data Acquisition)
System purpose:

Monitoring water system operations

Categories/types of data:

Tracking pump functionality, generators, water tank levels

Dept./primary custodian:
Public Works - Water
Frequency of collection:
On demand (automated)
Frequency of update:
On demand (automated)
Vendor and product:
Adobe Inc, Adobe Acrobat
System purpose:

PDF creation, storage, and analysis

Categories/types of data:

Documents, digital forms, text files, images, graphic design files, public outreach materials

Dept./primary custodian:
All Departments
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Microsoft, Microsoft 365
System purpose:

Email, documents, spreadsheets, presentations, and cloud storage

Categories/types of data:

Outlook email, Word documents, Excel files, PowerPoint files, SharePoint folders

Dept./primary custodian:
All Departments
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
NEOGov, NEOGOV HR Suite
System purpose:

Human resources software to manage job recruitment, track applicants, onboard new hires, and evaluate employee performance

Categories/types of data:

Job application data, applicant profiles, employee onboarding and training records, performance evaluations

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

Geographic Information System software / spatial mapping

Categories/types of data:

Detailed maps, infrastructure, land use, and property/parcel layers

Dept./primary custodian:
Public Works
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
AlphaCard, CloudBadging
System purpose:

Employee ID Card Creation

Categories/types of data:

Names, job titles, pictures

Dept./primary custodian:
Administration
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Sun Ridge Systems, Inc., RIMS (Records Management System)
System purpose:

Law enforcement records management, case tracking, and public safety data management.

Categories/types of data:

Incident and arrest reports, citations, warrants, local registration records, and associated names, addresses, and demographic details.

Dept./primary custodian:
Bear Valley Police Department
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Axon Enterprises, Inc, Axon Body
System purpose:

Cloud-based digital evidence management, media storage, case tracking, and audit logging.

Categories/types of data:

Digital multimedia (audio/video, body cam footage), metadata, case files, investigation records, and user audit logs.

Dept./primary custodian:
Bear Valley Police Department
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
LexisNexis, Desk Officer Reporting System (DORS)
System purpose:

Online public crime and incident reporting portal

Categories/types of data:

Incident reports, accident reports, property crime/theft/vandalism logs, identity theft reports, complainant/victim personal details, and vehicle/property information

Dept./primary custodian:
Bear Valley Police Department
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
CivicPlus, NextRequest
System purpose:

Centralized web portal for tracking, routing, redacting, managing, and fulfilling public records requests.

Categories/types of data:

Public records requests, requester contact info, system audit logs, internal staff notes, billing details, and uploaded responsive documents.

Dept./primary custodian:
Administration
Frequency of collection:
As needed
Frequency of update:
As needed
Vendor and product:
Granicus, Peak Agenda Management
System purpose:

Automate public meeting agenda creation, manage item workflows/approvals, generate minutes, and publish meeting packets to the public portal.

Categories/types of data:

Agenda items, legislative files, staff reports, resolutions, ordinances, public meeting agendas, meeting minutes, and associated document attachments.

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