Royal Borough of Greenwich
From Complexity
to Clarity
Greenwich Council modernised its legal operations with a cloud-based case management system—enhancing productivity and ensuring compliance across departments including governance, litigation, and contracts.
Discover how Greenwich’s legal team modernised case management, strengthened compliance, and unlocked productivity.
Discover how Greenwich’s legal team modernised case management, strengthened compliance, and unlocked productivity.
Improved Case Management and Productivity
Greenwich successfully moved to a cloud-based system, providing real-time case tracking, workload management, and document accessibility. This has reduced manual administrative tasks, allowing legal professionals to focus on their core legal work.
Seamless Integration with Key Legal Tools
Iken integrates with Outlook, Bundledocs, and other essential legal systems, ensuring that case correspondence, documents, and updates are stored in a single, secure location. This has eliminated duplication, reduced errors, and improved collaboration between legal teams.
Advanced Reporting and Time Recording
Greenwich gained clearer insights into legal workload distribution and case progress using Iken’s time recording and reporting tools. This has supported resource planning, internal reporting, and compliance monitoring across the legal department.
Better Resource Allocation and Case Oversight
With Iken’s reporting capabilities, managers now have full oversight of active cases, time spent, and resource needs. This has helped them prioritise work more effectively and make informed decisions about team capacity.
Stronger Collaboration Across Legal Teams
The introduction of a centralised legal management system has improved collaboration between teams, making it easier to share case updates, track changes, and manage workflows in a single, structured environment.
Successful User Adoption and Ongoing Support
Greenwich’s legal professionals quickly adapted to Iken thanks to structured training, onboarding, and ongoing support. This ensured a smooth transition and enabled them to take full advantage of Iken’s features from day one.
Managing Change in a Legal Department
Adopting a new case management system was a significant shift for Greenwich’s legal team. Moving from manual processes and legacy systems to a cloud-based legal management system required a change in workflows and user habits. The legal team had well-established processes that, while familiar, were increasingly difficult to scale and maintain. With growing workloads, managing cases manually had become unsustainable, leading to delays, inconsistencies, and missed opportunities for productivity gains.
To support this transition, Iken provided structured onboarding, training, and hands-on support, ensuring that legal professionals were confident using the system. The implementation process was designed to be collaborative, ensuring that Greenwich’s legal professionals had input in how the system was configured to meet their needs.
A phased rollout ensured that legal professionals could test new workflows, provide feedback, and adapt gradually, reducing disruption to ongoing legal work. This approach not only improved adoption rates but also allowed Greenwich to tailor certain functionalities to match their existing ways of working while modernising their approach.
“Like any change, there was an adjustment period. But Iken’s team worked closely with us, ensuring we had the training and support needed to transition smoothly.”
Emma Newby
Legal Practice Manager, Greenwich Council
Ensuring Security and Compliance in Legal Case Management
As a public sector legal department, Greenwich needed a secure system that met strict compliance and data protection requirements. Managing highly sensitive legal information meant that access control, audit trails, and data security were essential. Their previous system lacked the robust compliance tracking features needed to provide clear oversight of who had accessed or modified case information.
With Iken, Greenwich gained role-based access controls, ensuring that only authorised users could view or edit legal files. This protected confidential case data while allowing for transparent, auditable workflows that met public sector governance standards.
The system also introduced real-time tracking and reporting of case activities, allowing Greenwich to evidence compliance, respond to audits, and demonstrate accountability. This was a major step forward from their previous approach, where compliance tracking was fragmented across multiple sources. Now, with a centralised and secure solution, they have full confidence in their ability to meet legal and regulatory requirements.
“Security was a key priority for us. Iken’s audit trails and access controls give us confidence that our legal data is protected and managed securely.”
Jayne Warrington
Legal Practice Management Officer, Greenwich Council
Reducing Administrative Burden
Before Iken, Greenwich’s legal professionals spent a significant amount of time on manual case tracking and document handling. Managing deadlines, setting reminders, and updating case records were time-consuming tasks that relied on individual responsibility rather than structured automation. This created bottlenecks, inconsistencies, and an overreliance on administrative support.
With Iken’s automated workflows, task tracking, and document filing, these processes have been dramatically simplified. Legal teams can now set up automatic case updates, track deadlines with built-in reminders, and retrieve case documents instantly.
By reducing manual interventions, the legal team has not only saved time but also improved accuracy and case consistency, ensuring that key deadlines and actions are never missed.
“The ability to automate reminders and track case progress in one place has saved us so much time. We’re no longer relying on manual tracking—it’s all streamlined within Iken.”
Emma Newby
Legal Practice Manager, Greenwich Council
In conclusion
Greenwich’s adoption of Iken’s legal case management system has delivered significant improvements in case tracking, reporting, and collaboration. By eliminating manual inefficiencies, integrating with key legal tools, and enhancing security, the legal team is now better equipped to manage cases productively and transparently.
Looking ahead, Greenwich aims to expand its use of Iken’s automation features and integrations, further enhancing legal case management across the organisation. This case study highlights how modern legal management software can transform public sector legal teams, enabling them to work more productively, securely, and collaboratively in a digital-first environment.
“Iken has enabled us to modernise how we manage legal work across the organisation. With improved visibility, secure access, and automated workflows, we’re now working more productively, collaboratively, and confidently than ever before.”
Jayne Warrington
Legal Practice Management Officer, Greenwich Council