LHC – Government Intranet SharePoint Platform

The client

LHC is a leading UK-based provider of free-to-use framework agreements for public sector procurement. The organization works closely with government departments to ensure transparency and efficiency in policy and document management. LHC required a centralized intranet solution to manage policies securely, reduce manual efforts, and enhance collaboration across departments.

The Challenge

The existing process for managing policies and documents posed several issues:

• Policies across classifications were managed manually, leading to inefficiencies.
• Time-intensive document classification and updates across departments.
• Difficulty in gathering, updating, and storing policy records consistently.
• Complexities in managing employee access permissions, raising security concerns.
• Lack of digital tools for versioning, retention, and disposal policies.

The Solution

Dotsquares partnered with LHC to build a SharePoint Online-based intranet system with robust policy and document management capabilities:

• Implemented role-based access permissions for files, folders, and policy documents.
• Enabled document categorization with metadata for easy classification and retrieval.
• Applied document retention and disposal policies by classification and grouping.
• Integrated version control and workflows to streamline updates.
• Developed a search-friendly system for quick retrieval of documents.
• Delivered a cloud-based platform accessible across devices (PC, tablet, and mobile).
• Ensured enterprise-grade security to protect confidential government data.

The Results

The new SharePoint intranet provided LHC with a secure and efficient platform for managing government policies:

• Significant reduction in manual effort for policy classification and updates.
• Improved compliance and governance through version control and retention workflows.
• Enhanced data security with strict access controls.
• Faster document retrieval via metadata-driven search.
• Increased productivity across departments with a mobile-accessible, cloud-based solution.

WHAT WE DID 

• Built a SharePoint-based intranet for government policy management
• Enabled classification-based document management with metadata
• Implemented version control, retention, and disposal policies
• Developed role-based access control for employees
• Ensured cloud-based accessibility across devices
• Delivered a secure, scalable solution for confidential data management