Find any document. In under 30 seconds.
Shared drives and email attachments are not document management. IP Four deploys SharePoint document libraries with version control, metadata tagging, and search tuning so your team finds the right document every time.
Document management that actually works.
From library architecture to retention policies, we configure every aspect of SharePoint document management so your team can find, edit, and manage documents without frustration.
Document Library Architecture
Libraries designed around how your business creates and uses documents. Folder structures replaced with metadata-driven organisation so documents are findable regardless of where they are stored.
Version Control and History
Every document change tracked automatically. Previous versions recoverable at any time. Check-in and check-out prevents conflicting edits. Version history visible to all authorised users.
Metadata Tagging and Taxonomy
Custom metadata columns applied to document libraries. Managed metadata term stores configured for consistent tagging across the organisation. Content types enforce correct metadata at upload.
Advanced Search Configuration
SharePoint search configured with promoted results, best bets, and custom result sources. Staff find the right document in seconds rather than browsing through folder hierarchies.
Document Retention Policies
Retention labels applied to document libraries to meet regulatory and legal requirements. Documents automatically archived or deleted at end of retention period. Compliance reports available on demand.
Co-Authoring and Real-Time Editing
Multiple users edit the same document simultaneously with real-time co-authoring. Changes visible instantly. No more emailing documents back and forth or managing multiple copies.
From audit to structured document management.
Document Audit
We review your current document storage, identify how staff find and use documents, and map the types of content your business creates. Duplication and gaps identified.
Information Architecture Design
Library structure, metadata schema, and content types designed based on your audit findings. Taxonomy agreed with key stakeholders before any configuration begins.
SharePoint Configuration
Document libraries created with your agreed metadata schema. Content types configured. Retention labels applied. Search tuned. Permissions framework applied.
Content Migration
Existing documents migrated from shared drives, file servers, or other platforms. Metadata applied during migration where possible. Data integrity verified before old systems are retired.
Staff Training
Staff trained on saving, finding, and tagging documents correctly. Champions identified and supported. Common mistakes addressed before they become habits.
Adoption Monitoring
Usage reports reviewed monthly. Search queries analysed to identify gaps. Library structure refined based on how staff actually use the system.
Document management delivered for UK businesses.
Professional Services Firm, Manchester
A 90-person consultancy had client documents spread across email, a file server, and personal OneDrive accounts. Finding the latest version of any document took 10 minutes on average.
SharePoint document libraries deployed with client metadata. All documents migrated and tagged. Search configured with promoted results for frequently accessed content. Average document retrieval time reduced to under 30 seconds.
Engineering Company, Leeds
A manufacturing firm needed version control for technical drawings and specifications. Multiple versions of the same drawing were in circulation, causing production errors.
SharePoint document library with mandatory check-in/check-out deployed for technical documents. Version history enabled. Previous version recovery tested and documented. Production errors attributed to wrong document versions eliminated.
Legal Practice, Birmingham
A law firm needed document retention policies to meet SRA requirements. Documents were being kept indefinitely with no systematic review or deletion process.
Retention labels configured for each document type based on SRA retention schedules. Auto-archive and deletion policies applied. Compliance reports generated monthly. SRA audit passed without findings.
Ready to fix your document management?
Book a free document management assessment. We will review your current setup, identify the biggest pain points, and give you a clear plan for structured SharePoint document libraries.