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Rule 52:
Maintaining records

Sets out that agencies must keep records of each procurement for a minimum of three years and what those records must document.

  1. Without limiting its obligations under the Public Records Act 2005, an agency must keep records of each procurement for at least three years from the date the contract was signed by all parties.
  2. The records must document the procurement process, all decisions, the contract awarded and include all recommendations and reports.
  3. 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.

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.