Electronic Procurement File (eFile) in Public Procurement 2026

Definition: The electronic procurement file (eFile) in public procurement refers to the fully digital keeping of the procurement file, in which all procedure-relevant documents — from need identification to award and contract performance — are captured, stored and archived electronically.

Last updated: January 2026 · Legal basis: BVergG 2018 § 320, VgV § 8, Directive 2014/24/EU Art. 84

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What is the electronic procurement file?

The electronic procurement file is the digital counterpart of the classic paper procurement file and serves to provide complete documentation of the entire procurement procedure. The documentation obligation is a core element of procurement law: contracting authorities must document all material decisions and steps of a procurement procedure so that subsequent review by oversight bodies (procurement supervisory authorities, audit offices) is possible.

With the progressive digitalisation of public procurement (e-procurement), procurement files are increasingly being kept fully electronically. Many e-procurement platforms offer integrated file-keeping features that allow automatic logging of procedural steps.

Contents of the procurement file

Under Art. 84 of Directive 2014/24/EU and the implementing national provisions, the procurement file must at least cover the following content:

• The notice and procurement documents
• Participation and tender documentation (tenders received, opening minutes)
• Suitability and tender examination (review notes, clarification letters)
• Evaluation documentation (award criteria, scoring matrices)
• Award decision and tenderer information
• The procurement report (Vergabevermerk)
• Any review proceedings and their outcomes

The procurement report as a core element

The heart of the eFile is the procurement report: it documents all material decisions of the procurement procedure and must be drawn up no later than the award.

Art. 84 of Directive 2014/24/EU sets out the minimum content of the procurement report. In Austria, § 320 BVergG 2018 governs the documentation obligation; in Germany, § 8 VgV. The procurement report must be retained for at least three years after the procurement procedure ends.

Electronic archiving and data protection

When the procurement file is kept electronically, the requirements of data protection (GDPR), audit-proof storage and long-term archiving must be observed.

Procurement files often contain personal data (company representatives, exclusion-ground documents) as well as sensitive business information. eFile systems must therefore meet requirements for access control, change protection and deletion periods.

FAQ

How long must the procurement file be retained? Under EU law, at least three years. For EU co-financed projects, longer retention periods (up to ten years) may apply.

Must the eFile be accessible to oversight bodies? Yes. Procurement supervisory authorities and audit offices have the right to access the procurement file in the course of their audits.

Can tenderers inspect the procurement file? Partially: unsuccessful tenderers have, after award, a right to certain information (e.g. features of the winning tender), but not to full inspection of the file.

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Last updated: January 2026 All information is provided without warranty. For legally binding advice, please consult a law firm specialising in public procurement law.