Procurement Record Keeping

Procurement records include all documents relevant to the pre-tendering, tendering and contract administration phases. It should be possible to reconstruct the entire procurement and contract administration processes from these records.

Every event in the procurement process must be recorded and all records appropriately filed osterreichische-apotheke.com. This is important in order to maintain an audit trail of the requirement from the initial receipt of the procurement requisition to the closing out of the contract.

The procuring entity is responsible for maintaining the procurement and contract records of each requirement. The procuring entity develops the filing system and maintains a complete record on the entire procurement and contract administration processes for each requirement.

Although all records are maintained by the procuring entity, the entity responsible for contract administration should also maintain working copies of relevant documents, while sending pertinent documents to the procuring entity and other entities (such as finance) as determined in the contract administration plan.

The length of time procurement records are kept in active files, and the internal and external audit of those records, is determined by the procurement legal and regulatory framework.

Ideally, the general public should have controlled access to public procurement files; however, the confidentiality of proprietary information of suppliers, contractors and service providers must be safeguarded.

In order to eliminate the need for duplication of relevant procurement documents, while making them available to relevant stakeholders, such documents could be made available electronically, via an electronic document management system, on a controlled access network, or a management information system.