Institutional and regulatory constraints in managing procurement records. Exploratory case of procuring entities in Tanzania
| Published date | 19 November 2018 |
| Pages | 278-292 |
| DOI | https://doi.org/10.1108/RMJ-02-2018-0005 |
| Date | 19 November 2018 |
| Author | Bakari Maligwa Mohamed,Geraldine Arbogast Rasheli,Leonada Rafael Mwagike |
| Subject Matter | Information & knowledge management,Information management & governance |
Institutional and regulatory
constraints in managing
procurement records
Exploratory case of procuring
entities in Tanzania
Bakari Maligwa Mohamed
Department of Procurement and Logistic Management, Mzumbe University,
Mzumbe, United Republic of Tanzania, and
Geraldine Arbogast Rasheli and Leonada Rafael Mwagike
Mzumbe University, Mzumbe, United Republic of Tanzania
Abstract
Purpose –The purpose of thisstudy was to identify and assess the regulatoryand institutional constraints
in managingprocurement 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 institutionalconstraints. The identified and assessed constraints were interalia: incapacity of
institutional actors, inadequate regulatory and institutional arrangements, inadequacy of storage space,
equipmentand facilities and insufficiency of security and safety measures.
Research limitations/implications –This research focussedon 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
generalisationof research findings can be sought in that particular context.
Practical implications –Findings imply that procurement records management and care is highly
influencedby 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 contributestowards adding knowledge to the existing bodyof knowledge
on the procurementrecords and archives management systems.
Keywords Procurement, Management, Tanzania, Archives, Records
Paper type Research paper
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.
RMJ
28,3
278
Received25 February 2018
Revised6 April 2018
30May 2018
Accepted1 July 2018
RecordsManagement Journal
Vol.28 No. 3, 2018
pp. 278-292
© Emerald Publishing Limited
0956-5698
DOI 10.1108/RMJ-02-2018-0005
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