Challenges and Opportunities of Managing Procurement Records in Tanzania

Abstract

This paper examined challenges and opportunities of managing procurement records in Tanzania. The study used exploratory case design whereby fifteen procuring entities were purposively sampled from Dar es Salaam. Data were collected through in-depth expert interviews supplemented by direct on-site observations. Data analysis was done by thematic analysis where thematic categories were descriptively described, analysed, and qualitatively interpreted. Findings of the study revealed that management of procurement records in the selected procuring entities is faced by a number of challenges, namely: disintegrated regulatory and institutional frameworks; lack of procurement records management guidelines; inappropriate staffing of personnel; inadequate and insufficient records storage space, equipment, and facilities; and insufficiency of security and safety measures. It has been revealed that, despite challenges, there are some opportunities. For procuring entities that have no direct contacts with the Records and Archives Management Department (RAMD), could use the regulatory requirements to establish effective procurement recordkeeping systems in order to comply with the records and archives management (RAM) best practices and standards. Procuring entities could capitalise on empowering institutional actors in the RAM professionalism or best practices and therefore improve knowledge, skills, and competences on efficient management of procurement records. Since records are institutional resources, procuring entities are required to budget funds to procure adequate storage space, equipment and facilities for all types of procurement records. Lastly, once storage space, equipment and facilities are adequately available, procuring entities could capitalise on instituting safety and security measures in managing procurement records and archives.