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Rule 46:
Maintaining records

Primary requirement

  1. Agencies must document the procurement process, all decisions, the contract awarded and include all recommendations and reports.

Application

  1. An agency must keep records of each procurement for at least three years from the date the contract was signed by all parties.
  2. Agencies must keep records of each procurement available for audit purposes.

More information

Recording the process

The procurement process includes planning, sourcing, evaluations, meetings, issues and resolutions, recommendations and decisions. Each step should be thoroughly documented and maintained as records.

An agency may store the records electronically, if its system complies with requirements of the Public Records Act 2005. Disposal of records is subject to the authorisation of the Chief Archivist, in accordance with the Public Records Act 2005.

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