REG NO: 19/03378 UNIT: PROCUREMENT RECORDS

It is important to conduct a risk analysis in order to discover and evaluate the

potential hazards and therefore take protective measures. Discuss the threats that
procurement files and documents are vulnerable to and solutions

Procurement files are vulnerable to the following threats

1. Poor storage environment for closed procurement files leading to their

damages and loss.
2. Misfilling of procurement documents.
3. Mishandling of procurement files leading to loss of folios and covers.
4. Inappropriate storage of procurement files such as placing bid documents
on the floor of an office frequented by many visitors.
5. Keeping of procurement files together with stores items
The possible solutions
a) Take an advantage of secure documents destruction service.
b) Documents destruction vendor then implies and securely shreds the
contents of container weekly, fortnightly or monthly depending on
what works best for your business.
c) Collection containers to be placed next to printers, photocopiers and
high traffic access in your office to enable staff to quickly drop
intensive paperwork for destruction.
d) Secure storage of both open and classified files. Employ people of
integrity in record offices.
e) Burning or total disposal of leftovers and non-useful papers or
documents after use to avoid theft or being picked by other people