Updated: June 2025

Vendor and product: Microsoft Corporation, Microsoft Office

System purpose: Create, open, edit, and save files

Categories/types of data: Personnel info, database management, asset tracking, promotional info, class info, training procedures, etc.

Dept./primary custodian: Not applicable

Frequency of collection: As needed

Frequency of update: As needed

Vendor and product: Adobe Systems Incorporated, Adobe Acrobat

System purpose: Stores info about meetings, agendas, applications, database, etc

Categories/types of data: Stores info about meetings, agendas, applications, database, etc

Dept./primary custodian: Not applicable

Frequency of collection: As needed

Frequency of update: As needed 

Vendor and product: ImageTrend

System purpose: Used by the agency to collect, manage, and analyze emergency response and incident data, including patient care reports and EMS records.

Categories/types of data: Data Management / Electronic Patient Care Reporting (ePCR) Incident reports, patient information, response times, care provided, image attachments (e.g., scene photos or documentation).

Dept./primary custodian: field staff and administrators

Frequency of collection: Ongoing / Daily use by field staff and administrators

Frequency of update: As needed

Vendor and product: Workday, Inc., Workday

System purpose: Financial system; manages employee data, payroll, benefits, and human resources processes

Categories/types of data: Stores employee records, salary and compensation details, benefits enrollment, time tracking, and organizational structure

Dept./primary custodian: Finance/Human Resources

Frequency of collection: Ongoing

Frequency of update: As needed

Vendor and product: Laserfiche, Laserfiche

System purpose: Stores, organizes, and manages electronic documents and records for the agency

Categories/types of data: Agendas, minutes, resolutions, permits, applications, internal documents, and public records

Dept./primary custodian: Clerk’s Office or Administrative Services (adjust based on your agency)

Frequency of collection: Ongoing

Frequency of update: As needed

Vendor and product: Autodesk, Autodesk (AutoCAD, Revit, or Civil 3D—adjust as needed)

System purpose: Used to create, view, and manage engineering drawings, architectural designs, and infrastructure plans

Categories/types of data: Site plans, building layouts, infrastructure designs, GIS layers, and project schematics

Dept./primary custodian: Public Works / Engineering / Planning (whichever applies)

Frequency of collection: As needed

Frequency of update: As needed