Records management and procurement performance: A case of NAADS Program in Selected districts in the Central Region of Uganda

Abstract

The study examined the relationship between procurement records management and procurement performance under the NAADS Program. The specific objectives used include determining the influence of record creation, assessing the influence of records maintenance & preservation and examining the influence of records access and use. The study adopted a case study design and a simple correlation design. An accessible population of 101 respondents was identified with 93 forming a sample. An 87% response rate was realized. Findings obtained include a positive relationship (.708**) for record creation, another positive relationship (.763**) for records maintenance & preservation and a positive relation (.824**) for records access and use. The following are concluded for record creation: Fewer NAADS staff possess records creation skills, competencies and qualification. The records classification scheme seemed complex for staff, bid receipts were issued from missing receipt books, the procurement exercise was politically influenced and some bidders were not communicated to. Record maintenance and preservation conclusion include: record weeding is crucial for better record sorting, records were safer when stored in metallic or wooden equipment and skilled records staff were key to improved records keeping. Record access and use conclusions are only authorized persons could be allowed access to NAADS records, adherence to records guidelines is ethically good and records misplacement negatively affected decisions making and limited procurement information flow. Recommendations made include: training staff on customized record courses, NAADS management review to integrate and mainstream records into its strategic plan, always work within PPDA guidelines, organize for records awareness workshops, value time to better records weeding, emphasize records ethical practice, NAADS management to review internal records control and policies as well as avoid informal records communication.