The contract director should be familiar with the record keeping obligations set out in the Victorian Auditor-General, Managing public sector records (March 2017) and Records management in the public sector (March 2008). Adequate and accurate contract records are required for scrutiny of the contracting process. They support effective contract management, including appropriate performance monitoring. Relevant records include:
• records of contract negotiations;
• changes to the agreements;
• agreed performance measures;
• ongoing performance data and management reports; and
• complaints or dispute documents.
Project records are divided between contract records and contractors' records:
• Contract records document the process of establishing and managing a project deed and other relevant project contracts.
• Contractors' records are generated by the private party while performing the contract.
The government party's ability to efficiently and effectively manage the project deed depends upon accurate, up-to-date and easily accessible records. Government agencies are required to manage records in a manner that is consistent with open and accountable government, while protecting the integrity of records and maintaining appropriate security and confidentiality. Full and accurate records and recordkeeping are a prerequisite to government agencies being able to meet their statutory and legal obligations.
Poor recordkeeping practices contribute to organisational inefficiencies, affect the ability of staff to make reliable business decisions and weaken government's accountability. A records management strategy is key to the knowledge management and information strategy.