When building a procurement record-keeping system you must consider what documents should be placed on file, and how easy reviewer of those records will be able to reconstruct the entire procurement process in order to understand exactly how it was carried out from beginning to end.
One of the ways to do this is to ensure that procurement records are placed on file in such a manner that they give a complete picture of the entire procurement process.
Here are 3 ways to ensure procurement records tell a story.
1. Keep a record on each step of the procurement process
The procurement requisition and approval triggers the start of the procurement process. This must be kept on file along with records of the solicitation documents, the evaluation and selection process, contract negotiations and award, up to contract close out.
2. Keep record of any relevant communication carried out during the process
Important documents created during the procurement process must be kept on file for reference. There are solicitation documents, announcements, evaluations reports, contracts, and so on. There are also communications between the entities and individuals participating in the process: procurement officers, approving authority, evaluation panel members, and others. Keeping a record of such communication is very important to understand how the procurement process was undertaken.
3. Ensure records are placed on file in the order in which they occurred
Finally, common practice is to keep paper-based procurement records in reverse chronological order (the most recent record placed on top of the last). But placing them on file in the sequence in which they occurred helps to rebuild the story from start to finish sverige-ed.com.
What other ways can you think of to ensure procurement records tell a story?
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