(1) Every procuring entity shall maintain registers or databases related to procurement for the following electronic or physical format as official records and ensure their 11 safe custody as per provision of sub-section (2), of section 8 of the Act :-
(i) ‘Subject Matters of Procurement’ containing data about all subject matters of procurement handled or likely to be handled;
(ii) ‘Vendor and Contractor Register’ containing data about registered vendors or contractors;
(iii) ‘Procurement Register’ containing key information of progress at various stages of procurement operations, from receipt of indents till issue of the contract;
(iv) ‘Purchase Order Guard Register’ which shall be an indexed register where one ink-signed copy of all orders issued by the Procuring Entity shall be compulsorily pasted in chronological order to be used as ultimate reference for indicating the authenticity of purchase orders as a check against tampering or fraud;
(v) ‘Purchase Order Progress Register’ containing data of progress of supplies and control of payments against all purchase orders issued;
(vi) ‘Stock Register’ where receipts of all procured goods delivered in good condition are recorded before certifying stock receipts on invoices or bills as required for audit purposes;
(vii) ‘Asset registers’ where assets created on completion of works, whether building or other asset, shall be recorded with value and other details thereof;
(viii) ‘Liability Register’ where the financial liabilities relating to procurement of goods, works or services are recorded and updated regularly to indicate the balance liability remaining thereof at the end of every quarter;
(ix) Any other register or database that may be specified by the Finance Department or the concerned Administrative Department from time to time:
Provided that, if necessary, separate registers or databases may be maintained for (i) works (ii) goods and (iii) services.
(2) (i) The total number of pages with page numbers contained in every register specified in sub-rule (1) shall be duly certified before entering records therein and all such records shall be duly authenticated by the competent authority. The procurement register, the stock register and the Asset register shall be verified by the competent authority every quarter and after the end of every financial year;
(ii) The registers of the procurement entities, as specified above, shall be subject to audit and made available to audit by the procuring entities as 12 required accordingly.