Title: Gaps in public procurement records management
Authors: Jemima Antwiwaa Ottou; Bernard Kofi Baiden; Gabriel Nani
Addresses: Business School, Ghana Institute of Management and Public Administration (GIMPA), P.O. Box AH 50, Achimota, Accra, Ghana ' Department of Building Technology, Kwame Nkrumah University of Science and Technology, Private Mail Bag, Kumasi, Ghana ' Department of Building Technology, Kwame Nkrumah University of Science and Technology, Private Mail Bag, Kumasi, Ghana
Abstract: The study determined gaps in the records management of the competitive bidding process in public works procurement in Ghana. Best practices based on the Public Procurement Act 663 and Act 914 which are in line with ISO 15489-1 standards were adopted as a benchmark and compared with existing practices. A multiple case study strategy was used to compare the results of literature synthesis on procurement records management with the existing situation in three selected public entities to establish a trend. Four main gaps were identified, namely, fragmentation of files; different department keeping the fragmented files; unavailability of certain required records; and difference between process file name and number in comparison with the process name and number in procurement plans. These gaps have reduced process transparency and accountability and have downplayed the integrity of procurement processes fostering corruption.
Keywords: accountability; competitive bidding; corruption; public entities; public procurement; records management; transparency.
International Journal of Procurement Management, 2019 Vol.12 No.5, pp.493 - 517
Accepted: 09 Oct 2018
Published online: 09 Sep 2019 *