What is meant by Contract file?
A procurement file is a structured compilation of documents and information created and managed within the framework of a procurement procedure. It contains all relevant documents, such as tender documents, offers, contracts, correspondence, and protocols, generated during the procurement process. The procurement file serves for documentation and traceability of the entire procurement process as well as ensuring legal compliance.
Typical features of software in the area of procurement files include:
- Document Management: Centralized management and organization of all documents and records related to procurement.
- Versioning: Tracking changes to documents and creating versions for transparent traceability.
- Access Rights: Management of access rights and permissions to ensure that only authorized individuals can access the procurement file.
- Workflow Support: Support in defining and implementing workflows for document approval and release.
- Search Function: Quick and efficient search for specific documents or information within the procurement file.
- Reminder Function: Automatic reminders of important dates and deadlines in the procurement process.