Records management and procurement performance

Abstract

Purpose The purpose of this study was to examine the influence procurement records management had on the performance of the procurement function under the National Agricultural Advisory Services (NAADS). Design/methodology/approach The study used both qualitative and quantitative approaches to research. Procurement records management was the independent variable, while procurement performance was the dependent variable. The study also adopted a simple correlation and case study design. An accessible population of 101 respondents was identified, with 93 forming a sample. An 88% response rate was realized. Findings Results indicated that procurement records management had a significant effect on procurement performance. Whereby, there was a positive and statistically significant relationship between records creation and procurement performance; there was a positive relationship between records maintenance, preservation and procurement performance; and, finally, records access and use also had a positive significant influence on procurement performance. Research limitations/implications This research focused on the central region of Uganda, and yet, Uganda has got so many other regions which operate the NAADS programs. This means that research was conducted within a defined scope. Therefore, based on this, the researcher could not generalize the research findings. Practical implications Findings imply that ethical practices should be emphasized and custodians of procurement records be held accountable for their actions, as this will help in the support of proper record-keeping and avoid documents not being on file, misplaced or misfiled, which negatively affects procurement performance. Enabling a more efficient information management system results into effective procurement performance that leads to significant cost reduction in both the private and the government sector, especially when digital records are involved. Social implications As majority of the NAADS staff were found to possess inadequate knowledge in records maintenance and preservation, the government through the NAADS training committees should organize timely workshops to sensitize staff on how best records maintenance and preservation is core to its operations. Originality/value This study contributes to an important area which has not been given attention in the Ugandan context, where there is difficulty of relating the value of effective records maintenance to business management because of the lack of quantifiable evidence. Therefore, the study highlights the influence of records creation, maintenance and use on procurement performance. The review of literature finds that better records management results into better performance of the procurement units in procurement entities.