Our work with a large hospice organisation began by planning a migration to SharePoint Modern Experience
At the same time, we helped realise the benefit of providing a new document management system for the hospice to sit alongside its existing intranet solution.
The hospice organisation employs over 200 staff and is assisted by a further 1000 volunteers at locations across the South East. With so many people needing to potentially access files and documents – many of whom may not be familiar with the IT systems – files needed to be stored in a way that all staff could easily locate them.
Equally, the organisation needed a strong level of control over its files. Not every user would need access to all documents (some of which contain confidential information). Equally, even where access was required, it didn’t necessitate the ability for the users to edit these files. A better document management solution was therefore needed.
Migration To SharePoint Modern Experience
The organisation was already making use of a heavily customised intranet solution developed in SharePoint Online’s classic experience. However, with the need to migrate to SharePoint Modern Experience, it was determined that it would also be timely to develop a document management system for the hospice organisation at the same time.
Linked from the news section of the intranet (used daily by staff and volunteers), the document management system provides easy access to relevant files including templates and leaflets as well as policy documents and projects. All files have been uploaded and tagged with relevant owners and information, ensuring it’s clear who within this large organisation should be contacted about the file if necessary.
The SharePoint document management system is also set up to trigger email alerts when files, such as policy documentation, are due to be reviewed or updated. This ensures that the organisation stays on top of its documentation and offers a handy prompt for users.
Tied into the organisation’s wider Microsoft 365 security setup, access to files within SharePoint Online is governed by a user matrix. This ensures that only those with the appropriate roles and positions within the organisation can view or edit files. Change controls have also been put into place, ensuring that any edits made to files are approved by a suitably senior member of staff.
Centralised Document Management System For Hospice
Linked to the organisation’s intranet – the centre for all of its operations - the new SharePoint document management system is of great assistance in helping hospice staff and volunteers quickly find the resources they need, with greater flexibility to access files at all locations or on the go as needed.
For more information on SharePoint document management systems, view our solutions page: