Record keeping has always been part of good procurement practice, but under the Procurement Act 2023 it takes on greater importance.
For councils, this is not just about compliance. It is about being able to explain and defend decisions clearly if they are questioned.
Why this matters now
The new regime introduces more transparency, more structured data and greater visibility of procurement activity.
That means gaps in documentation are more likely to be exposed, whether through audit, supplier challenge or public scrutiny.
The risks of weak records
Poor record keeping can make it difficult to demonstrate how decisions were reached.
Even where a procurement has been conducted properly, a lack of clear evidence can undermine confidence and increase risk.
What good record keeping looks like
Strong records capture key decisions, reasoning and supporting evidence at each stage of the procurement.
They are accessible, consistent and aligned with published information.
What councils should do now
Review current record keeping practices and identify any gaps.
Ensure that procurement templates and systems support consistent documentation.
Align procurement, legal and contract management records so that information can be traced easily.
Authorities that want to improve governance and documentation practices can use the Prestige Commercial Consulting main website to explore support options.
The takeaway
Under the Procurement Act, record keeping is not just an administrative task. It is a core part of procurement governance.
Councils that strengthen their audit trails now will be better prepared for transparency, scrutiny and challenge.