Government Enterprise IT Systems (Massachusetts Office of Information Technology)

Good afternoon,

I am writing in response to your public records request to the Executive Office of Technology Services and Security (EOTSS), dated February 6, 2020 (quoted in full below). That request sought a “catalog of all Enterprises Systems, including CRM (Customer Relationship Management, e.g., Salesforce, Microsoft Dynamics, and Adobe Marketo), ERP (Enterprise Resource Planning, e.g., SAP, Oracle ERP Cloud, and Workday), and iPaaS (Integration Platform as a Service, e.g., Informatica, MuleSoft, SnapLogic, Dell Boomi, and Jitterbit), that are used in all departments, including 311, police, permitting, finance, etc. The catalog contains the current system vendor, system product name, and system's purpose.”

EOTSS is in receipt of your request. At this time, EOTSS is not aware of any single, comprehensive catalog of all information technology systems currently used by all agencies, departments, offices, boards, and other Commonwealth entities. Partial lists may exist, though many will be in the custody or control of other Commonwealth entities. EOTSS has begun searching its own records for documents that may be responsive to your request.

Additionally, EOTSS notes that although your request included a list of exemplars, the term “Enterprises Systems” is somewhat ambiguous. EOTSS would like to avoid any misunderstanding and mitigate the risk of providing incorrect or non-responsive documents. Accordingly, EOTSS seeks the following clarifications.

1. Do you seek a list of all systems operated and maintained by EOTSS out of its own data centers (in Chelsea and Springfield, MA)? Or did you mean to include cloud services that are maintained by third parties?
2. With regard to the term “all departments,” do you mean to include all departments of EOTSS, or all executive departments of the government of the Commonwealth Massachusetts? What about systems that may be implemented multiple times for use by multiple departments/entites?

EOTSS would appreciate any additional guidance you can offer that will allow EOTSS to identify responsive documents as efficiently as possible. Thank you for your consideration.

Sincerely,

Luke Ferreira

_______________________________
Luke Ferreira
Assistant General Counsel
Massachusetts Office of Information Technology
Commonwealth of Massachusetts
One Ashburton Place, 8th Floor
Boston, MA 02108
617-626-4590

Original Request Text:

Good afternoon Ni,

Thank you for reaching out to us to follow up on your request and my email to you in February. EOTSS has identified at least one record that is, in light of the clarifications that you provided, potentially responsive to your request. EOTSS is currently engaged in an internal review to determine if any redactions are necessary. I have also been in contact with some additional business units at EOTSS that may or may not have responsive records. Please expect additional information from me in the near future.

Sincerely,

Luke Ferreira

________________________________
Luke Ferreira
Assistant General Counsel
The Executive Office of Technology Services & Security
Commonwealth of Massachusetts
One Ashburton Place, 8th Floor
Boston, MA 02108
luke.ferreira@mass.gov
617-626-4590

Good afternoon Ni,

Thank you for reaching out to us to follow up on your request and my email to you earlier this month. EOTSS is engaged in reviewing the record(s) that I mentioned to you in my last email. Unfortunately, our review process itself is adapting to logistical challenges created by the fact that many EOTSS employees will be working remotely for the foreseeable future. We are working to prepare the responsive record(s) for you as quickly as we can given the current challenging circumstances in the Commonwealth. Thank you for your consideration.

Sincerely,

Luke Ferreira

________________________________
Luke Ferreira
Assistant General Counsel
The Executive Office of Technology Services & Security
Commonwealth of Massachusetts
One Ashburton Place, 8th Floor
Boston, MA 02108
luke.ferreira@mass.gov
617-626-4590

Good afternoon Ni,

Thank you for following up with me about your pending request. As per my March email to you, I have some records responsive to your request.

(1) Attached please find a redacted copy of a service catalog maintained by EOTSS listing a variety of services that are made available to commonwealth users. Security-related services have been redacted from this list under M.G.L. c. 4, s.7, cl. 26(n). Additionally, please note that some of the items on this list are clearly related to "enterprise systems" (such as requesting access to Adobe Acrobat DC), while others are not (such as a request to provision a new desktop computer).

(2) Another set of enterprise systems maintained by EOTSS and made available to the public as "OLIVER" relate to geographical information systems (GIS), and are viewable at: http://maps.massgis.state.ma.us/map_ol/oliver.php.

In addition to these two sets of records, EOTSS does maintain accounts with other cloud services that might be considered "enterprise systems" under the definition used in your clarification, such as Twitter and other social media platforms. EOTSS does not, however, maintain a comprehensive catalog of these systems, and thus cannot produce any additional records that are responsive to your request.

I appreciate your patience while EOTSS prepared this response during these unusual circumstances.
If you object to this response, you may appeal to the Supervisor of Records pursuant to 950 CMR 32.08.

Sincerely,

Luke Ferreira

________________________________

Luke Ferreira

Assistant General Counsel

The Executive Office of Technology Services & Security

Commonwealth of Massachusetts

One Ashburton Place, 8th Floor

Boston, MA 02108

617-626-4590