Data Storage & Access

Procurement Department – Data Storage & Access

Overview

The Procurement Department at BEC Arabia follows a structured SharePoint-based data storage system to ensure secure, organized, and efficient management of procurement planning, vendor management, purchase orders, and contract administration.

• All procurement-related files must be stored in SharePoint to maintain data security, integrity, and accessibility.

• Emails, USBs, and external storage should not be used for document sharing.

• Department employees have automatic access to the Procurement SharePoint folder based on their roles.

• Cross-department access requires approval from the Procurement department head before requesting access from the Business Technology (BT) team at [email protected].

Need access to a folder? Contact your department head or email BT support for approvals.

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Quick Access to Procurement SharePoint Folders

Click on a folder name to open it directly in SharePoint.

📁 Procurement Department Main Folders

Folder Name	Description	Access Link
📜 Policies & Procedures	Procurement policies, standard operating procedures, governance guidelines.	Open Folder
📊 Reports & Analytics	Procurement KPIs, supplier performance reports, procurement spend analysis.	Open Folder
📝 Forms & Templates	Standardized procurement request forms, purchase order templates, approvals.	Open Folder
📂 Purchase Orders & Supplier Agreements	Active POs, supplier contracts, terms and conditions.	Open Folder
✅ Compliance & Audit Records	Procurement audits, regulatory compliance documents, internal reviews.	Open Folder
🎓 Training & Development	Procurement training materials, supply chain management courses, certifications.	Open Folder
✉️ External Correspondence	Communication with vendors, subcontractors, suppliers, and consultants.	Open Folder

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📁 Additional Procurement Subfolders

Folder Name	Description	Access Link
📑 Approved Vendor List & Supplier Management	Prequalified vendor lists, supplier performance tracking, due diligence reports.	Open Folder
📈 Procurement Planning & Budgeting	Procurement forecasts, budgeting plans, cost-saving initiatives.	Open Folder
📜 RFQs, RFPs & Bid Evaluations	Request for quotations (RFQs), request for proposals (RFPs), bid comparison sheets.	Open Folder
🎤 Contract Management & Negotiations	Contract terms, negotiations, pricing structures, legal approvals.	Open Folder

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Data Governance & Compliance

• All procurement documents must remain in SharePoint to ensure security, compliance, and accessibility.

• Quarterly audits will be conducted to track document access and ensure compliance.

• Unauthorized data sharing will be subject to IT policies and security measures.

Need access? If you require access to a Procurement document but do not have permission:

1. Request approval from the Procurement department head.

2. Submit an access request to [email protected] with department head approval.

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Important Notes for Procurement Team

• Do not store procurement-related documents in personal storage, USBs, or external cloud services.

• Use the SharePoint folders above for all official procurement-related files.

• Keep folder names descriptive and structured for easy AI searchability.

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Need Help?

For technical support or access requests, contact [email protected] Approval is required from the Procurement department head before submitting IT requests.