LHC – SharePoint Intranet for Policy & Document Management

The Client

LHC is a leading provider of free-to-use framework agreements for public sector organizations across the UK. To improve transparency, compliance, and efficiency, LHC required a secure intranet platform to manage classification-wise government policy documents and streamline document lifecycle management.

The Challenge

The existing process of managing policies was manual and inefficient:

• Policies under different classifications were handled manually, consuming time and effort.
• Updating and gathering the latest policy documents from multiple departments was cumbersome.
• Access permissions were difficult to control, risking sensitive data exposure.
• Lack of structured categorization made retrieval and compliance management a major challenge.

The Solution

Dotsquares developed a cloud-based SharePoint Online intranet tailored to LHC’s requirements, ensuring scalability, security, and compliance:

• Document Classification & Categorization
• Organized policies by classification and department.
• Applied retention and disposal policies for compliance.

• Secure Access & Permissions
• Implemented fine-grained permissions at file and folder level.
• Role-based access control ensuring confidentiality.

• Efficient Document Management
• Version control for all documents.
• Metadata-based search for quick document retrieval.

• Accessibility & Usability
• Cloud-based, mobile-responsive design for access via PCs, tablets, and smartphones.
• Streamlined workflows for easy policy updates and approvals.

The Results

• • Centralized, classification-based policy management for government frameworks.
  • Significant reduction in manual effort for policy updates and document handling.
  • High-level security with controlled permissions for sensitive records.
  • Easy search and retrieval using metadata, improving efficiency.
  • Compliant and scalable intranet platform accessible across all devices.