It is imperative that procurement transactions are authorized, properly recorded and supported by the appropriate documentation for auditing and reporting purposes.

A public body shall maintain comprehensive records relating to each procurement by that public body. Procurement records shall be kept individually by procurement, shall relate to all phases of the procurement process, and shall be maintained in a central paper file or electronic file.

• Procurement records shall include the following:
  • approved requisition;
  • quotation sheets;
  • call for bids;
  • amendments;
  • bid submissions;
  • evaluation documentation;
  • contracts;
  • supplier performance monitoring;
  • change orders and extensions;
  • any other correspondence relating to that procurement process; and
  • those other procurement records which may be required by the chief procurement officer
• Public bodies, as applicable, shall retain procurement records in accordance with the Management of Information Act and all established policies that may be applicable.
• All other public bodies shall retain procurement records a minimum of two years following the procurement of the commodity, or a minimum of two years after the end date of a contract, if applicable.
• All procurement activities shall be subject to review by the CPO and public bodies shall make their records accessible and available upon request.