Para 3.1 — GOODS_MANUAL

a) Item/Asset Master Database: The heart of the procurement system is the item/asset master database. It contains complete data about an item or asset handled in the past. It contains code number, category, description long/short, specification, drawings, a trade group of vendors, book rate, estimated annual consumption, replenishment data; inventory parameters (buffer stock, safety stock levels) – to the extent relevant to goods, works or services; b) Vendor/Contractors Database: Contains vendor/contractor information such as name, address; small scale and minority enterprise categorisation; registration data (registration code, trade groups, monetary limits of registration, NSIC registrations); past performance ratings; c) Procurement Register: Key information at various stages of procurement operations, from receipt of indents to the issue of the contract, is recorded (manually or electronically) in the procurement register. The Procurement register thus enables ascertaining the status of a particular procurement and also overall monitoring of efficiency and throughput of procurement operations; d) Procurement Order Guard Register: An indexed register with only machine-numbered stubs of pages (instead of full pages) is used for this purpose. One ink-signed copy of all orders issued by the procuring entity is compulsorily pasted into these stubs in chronological order. This is the most authentic record, which is used as a guard and ultimate reference against any tampering/falsification/misreporting of procurement orders e) Procurement Order Progress Register: It contains the record of all procurement orders issued and the progress of supplies against these contracts. It contains procurement order numbers, vendor/contractor names, a brief description of procurement, the total value of the order, delivery dates, actual dates of supply, and so on.

3.1 Procurement Records All procurements done by the organisation are subject to post-audit by internal audit, statutory audit, and various internal and external vigilance agencies. Hence, all documents related to the procurement should be filed and kept systematically and safely. Files shall be properly numbered on the notes and correspondence side. The period of retention of several types of documents should be laid down. The procuring entity should also maintain the following basic records (either in manual or electronic form):