Institutional and regulatory constraints in managing procurement records: Exploratory case of procuring entities in Tanzania
ISSN: 0956-5698
Article publication date: 1 October 2018
Issue publication date: 22 November 2018
Abstract
Purpose
The purpose of this study was to identify and assess the regulatory and institutional constraints in managing procurement records in Tanzania’s procuring entities.
Design/methodology/approach
This study used a mixed study design. There were explorative case study and questionnaire survey study methods used sequentially. In total, 15 procuring entities were used for exploratory case study, while 200 respondents were administered with questionnaires. A 75 per cent response rate was realised.
Findings
Results indicated that management and care of procurement records is constrained by regulatory and institutional constraints. The identified and assessed constraints were inter alia: incapacity of institutional actors, inadequate regulatory and institutional arrangements, inadequacy of storage space, equipment and facilities and insufficiency of security and safety measures.
Research limitations/implications
This research focussed on the procuring entities found in Dar es Salaam, which accounts for 40.72 per cent of the total procuring entities in Tanzania. Based on this, the generalisation of research findings can be sought in that particular context.
Practical implications
Findings imply that procurement records management and care is highly influenced by the constraining factors that hinder efficient records keeping in most procuring entities in Tanzania.
Social implications
Majority of procurement management units and user departments’ staff were found to possess inadequate knowledge, skills and competences in management and care of procurement records. The procuring entities should ensure that procurement staffs are trained in records and archives management practices.
Originality/value
This study contributes towards adding knowledge to the existing body of knowledge on the procurement records and archives management systems.
Keywords
Acknowledgements
The authors do hereby acknowledge the financial help of Mzumbe University that facilitated carrying out the research that resulted in the writing of this academic paper. The authors are grateful to Dr Paul N. Kabelele and Dr Bahati M. Ilembo, who contributed to the academic discussion, and Dr Geraldine A. Rasheli and Dr Leonada R. Mwagike, who are co-authors but also supervised the research towards writing this academic paper. Finally, acknowledgements are conveyed to Mr Aziz Kilonge (Consultant in procurement audits) and Mr Amos Kazinza Mwang’ombe (Procurement and Supplies Professionals and Technicians Board), who provided scholarly inputs on the regulatory and institutional challenges in managing procurement records in Tanzania procuring entities.
Citation
Mohamed, B.M., Rasheli, G.A. and Mwagike, L.R. (2018), "Institutional and regulatory constraints in managing procurement records: Exploratory case of procuring entities in Tanzania", Records Management Journal, Vol. 28 No. 3, pp. 278-292. https://doi.org/10.1108/RMJ-02-2018-0005
Publisher
:Emerald Publishing Limited
Copyright © 2018, Emerald Publishing Limited