Governed content in modern SharePoint
Shelter moved from a 2016 SharePoint intranet to modern SharePoint, mostly out of the box, with retention labels and policies to keep content governed.
Policy and Procedures Hub
Every policy and procedure, current and owned, in one place.
We build a policy and procedures hub in your SharePoint that holds the current version of every policy, procedure and controlled document, with a named owner, a review date and an approval step before anything is published. Staff find the right version first time and you can show who has read it.
1 library
for every policy, procedure and controlled document
20+ years
of SharePoint experience behind the business, from our founder
1 month
to deliver an out of the box SharePoint intranet for Youth Futures Foundation
The problem
Why policies are hard to keep under control.
- 1
Old versions still in circulation
Copies sit in shared drives, email attachments and old intranet pages, so people follow whichever one they find first.
- 2
Reviews slip past their date
Nobody gets told a policy is due, so it stays live long after it should have been checked.
- 3
No record of who has read what
When an auditor or regulator asks, the evidence is a spreadsheet someone keeps by hand, if it exists at all.
What it does
The whole policy lifecycle in SharePoint.
We build the hub in your SharePoint and set it up around how your organisation writes, approves and publishes policies.
Draft and approve
Nothing goes live without sign off.
Owners draft in SharePoint and the policy goes through an approval workflow before it is published.
- Approval workflow before publishing
- Named owner on every document
- Version history kept automatically
Publish and find
One library, only the current version.
One searchable library, tagged by category, department and document type, with only the current version shown to staff.
- Search that returns the current version
- Filters by category, department and type
- Superseded versions archived, not deleted
Read and acknowledge
Know who has read it.
Send a policy to the people it applies to and track who has read and acknowledged it, with reminders for those who have not.
- Targeted to the right audience
- Acknowledgement tracking and reminders
- Reports ready for audit
Review and retire
Reviews that happen on time.
Every document has a review date and the owner is reminded before it is due. Retention labels look after documents once they are withdrawn.
- Review reminders to owners
- Dashboard of overdue reviews
- Retention labels for withdrawn documents
How we work
How a hub project runs.
01
Discovery
We look at where your policies and procedures sit today, who owns them, and how they are approved and published.
02
Design
A site structure, metadata, approval route and review cycle agreed with the people who own your policies.
03
Build
We build the hub in your SharePoint, set up the approval, acknowledgement and review workflows, and bring your current policies across.
04
Train
Training for policy owners and the team who administer the hub, so they can publish, review and report without us.
05
Go live
We launch the hub with you and stay on hand while owners settle into the new process.
Built on Microsoft 365
Runs in the Microsoft 365 you already have.
The product sits inside your own tenant, so your data, permissions and security settings stay where they are.
Built in SharePoint
The library, metadata and permissions are standard SharePoint, which comes with Microsoft 365.
Workflows in Power Automate
Approval, acknowledgement and review reminders run in Power Automate, so there is nothing extra to buy.
Surfaced where people work
Policies can be shown on your intranet and in Teams, so staff do not have to go looking.
Ready for Copilot
One current, owned version of each policy means Copilot answers from the right document rather than an old copy.
Case studies
Case studies we have delivered.
Read the Shelter case study
85% of colleagues in week one
Cobalt Connect, a SharePoint intranet that is easy to maintain, was visited by 85% of Cobalt Housing colleagues in its first week.
Out of the box SharePoint in 1 month
An out of the box SharePoint intranet delivered for Youth Futures Foundation in 1 month.
Client feedback
What it is like to work with us.
“ThinkShare were a delight to work with and supported us every step of the way with great client service and strong technical expertise.”
“Working with ThinkShare on the creation and implementation of Cobalt Connect can only be described as a dream.”
SharePoint services
Related SharePoint services.
The hub covers the full policy lifecycle: drafting and approval, a searchable library showing only current versions, read and acknowledge tracking, and review reminders with retention for withdrawn documents.
SharePoint intranets
Design, build and launch a SharePoint intranet around how your organisation communicates.
Knowledge management
A structured, searchable knowledge base built on SharePoint.
SharePoint governance
Permissions, naming conventions, content lifecycle and compliance set up properly.
SharePoint migration
Moves from file shares, legacy systems or older SharePoint with your data intact.
Document management
Version control, metadata and retention for the documents behind your policies.
Power Automate
Approval, acknowledgement and reminder workflows built around your process.
FAQ
Frequently asked questions.
How does the hub stop out of date policies being used?
Staff only see the current published version. Older versions are kept in the version history and archive for reference, and every policy has a review date, so the owner is reminded before it goes out of date.
Can we track who has read a policy?
Yes. You send a policy to the people it applies to and the hub records who has read and acknowledged it, sends reminders to those who have not, and gives you a report you can hand to an auditor.
Does it handle procedures and other controlled documents, not just policies?
Yes. Procedures, guidance, forms and any other controlled documents can sit in the same library with the same owners, approval and review dates.
Can we bring our existing policies across?
Yes. We move your current policies in as part of the build and tag them with owners, categories and review dates, so the library is complete from day one.
Do we need extra software?
No. The hub is built in SharePoint and Power Automate, which come with Microsoft 365.
Book a demo of the Policy and Procedures Hub.
Tell us how you manage policies today and we will come back to you within one working day to arrange a call.