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Staffordshire County Council

Empowering Legal Services Through Modernisation

Staffordshire County Council transitioned to Iken Cloud to improve remote access, enhance reporting, and reduce ICT reliance, ensuring a scalable, future-ready system that aligns with their evolving legal service needs.

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client since

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Local Government

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Local Government

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Local Government

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Case Study

How Staffordshire’s legal team embraced flexibility, streamlined workflows, and transformed reporting with Iken Cloud.

Overview

Staffordshire County Council’s legal services team faced operational and technological challenges with their previous Iken Desktop system, which could no longer fully support their evolving needs. These included improving remote access, enhancing reporting capabilities, and reducing reliance on ICT support for maintenance. With Iken, the Council transitioned to Iken Cloud, a modern and scalable system that not only addressed their pain points but also aligned with their ICT strategy for future growth.

Learn how Staffordshire’s legal team embraced flexibility, streamlined workflows, and transformed reporting with Iken Cloud.

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Key outcomes

Greater Agility and Scalability

Iken Cloud’s browser-based system enables secure remote access, faster onboarding for staff, and seamless collaboration for large teams. Its scalable infrastructure supports concurrent users without compromising performance or reliability.

Greater Agility and Scalability

Modernised Reporting Tools

Dynamic dashboards offer real-time insights, data visualisation, and drill-down capabilities. These tools have streamlined decision-making, empowered fee earners to manage their time independently, and reduced reliance on support teams for reporting tasks.

Modernised Reporting Tools

Future-Ready System

Regular updates and planned integrations with tools like SharePoint ensure Iken Cloud evolves with user needs. The modern, intuitive design aligns with long-term goals, providing flexibility and reassurance for sustainable growth.

Future-Ready System

Collaborative Migration Process

Staffordshire County Council worked closely with Iken to map workflows, clean data, and customise the system. This collaborative approach ensured a smooth transition while introducing efficiencies tailored to the team’s specific requirements.

Collaborative Migration Process

Supporting a Flexible, Modern Workforce

Staffordshire County Council recognised the growing need for flexibility within its legal services team. As with many organisations, remote working became a priority during the pandemic, and the previous system struggled to provide the necessary accessibility and performance for a dispersed workforce. This highlighted the need for a solution that allowed seamless access, regardless of location, and could support the growing trend of hybrid working models.

Iken Cloud delivered a browser-based system that enabled secure, continuous access to legal cases and documents. This capability has been transformative for staff and new starters, who can now onboard quickly without extensive training. The system’s customisable interface allows team members to tailor their views and workflows, ensuring the technology works in harmony with individual roles. Additionally, the ability to support high levels of concurrent access without performance issues has given the team confidence in its scalability, no matter the demand.

The Council aimed to streamline its legal operations to improve productivity and engagement among its legal staff. By adopting Iken Cloud, the Council has significantly reduced the time spent on administrative tasks, allowing fee earners more time to focus on their core responsibilities. The system’s comprehensive reporting suite has enabled the Business Support team to speed up the production of billing data and provide a richer set of management information on demand.

With Iken Cloud, fee earners have greater autonomy and can manage their own cases more effectively. Iken’s user-friendly interface allows users to open cases, track progress and generate reports independently. This has fostered greater engagement, with fee earners feeling more in control and accountable for their workloads. As one fee earner remarked:

"Iken Cloud has made flexibility a reality for our team. Whether it’s onboarding staff or supporting remote work, the system ensures productivity without compromise.”

Paula Dalton

Legal Services Manager

Streamlining Data Migration and Tailoring Workflows

Migrating over 12 years of information was a significant challenge for Staffordshire’s legal services team. They needed to ensure that critical data, workflows, and user preferences were transferred accurately while also taking the opportunity to modernise processes. The complexity of this task was compounded by user concerns about maintaining familiar structures and ensuring that no essential information was lost.

By working closely with Iken’s migration experts, Staffordshire tailored their system to retain the workflows that worked while introducing additional efficiencies. The process included mapping existing data, cleaning up outdated records, and creating bespoke workflows to meet specific needs. Familiar folder structures and terminology were preserved where necessary, easing the transition for users. This collaborative approach ensured that the migration wasn’t just a transfer of data but an opportunity to improve the team’s operations significantly.

One of the biggest challenges for West Northamptonshire Council was consolidating legal data extracted from the previous systems of Northampton BC, South Northamptonshire and Daventry DC into one centralised database. Iken’s expertise in data migration ensured that this process was managed successfully and without disruption to the legal team’s day-to-day work. Judy noted that the migration was managed with clear communication and a well-structured project plan, making what could have been a difficult transition much easier to manage.

In addition to the data migration, Iken Cloud’s self-service capabilities have ****allowed the legal team to manage user accounts and system updates independently, freeing up IT resources. This is particularly important for a fast-growing council, as it has allowed the legal team to respond quickly to staffing changes without needing to wait for IT support.

This flexibility in user management is a prime example of how Iken Cloud empowers legal teams to be more productive and independent, enabling them to focus on legal matters without being delayed by technical issues.

“The migration process allowed us to reassess and optimise our workflows. Iken’s support was crucial in helping us navigate such a large-scale project with confidence.”

Stuart Betts

Business Team Manager (Legal)

Revolutionising Reporting and User Adoption

The Council’s reporting needs had outgrown the management information tools offered by their previous system. The team required a more dynamic way to interact with data, moving beyond basic reports to tools that could visualise trends, provide actionable insights, and support strategic decision-making. Additionally, reliance on the Business Support Team for time recording and reporting tasks created inefficiencies that needed to be addressed.

Iken Cloud’s introduction of interactive dashboards has completely transformed reporting for Staffordshire’s Legal Services. Fee earners now have direct access to their own data, enabling them to manage time recording independently. These dashboards allow users to drill down into information, offering a clear and intuitive way to explore data without relying on static reports. The system’s customisable interface has also improved user adoption, as team members can configure views to match their individual needs.

Additionally, Staffordshire has begun building their own dashboard reports using Iken Cloud’s advanced reporting tools. The ability to generate long-term reports, separate chargeable from non-chargeable work, and present information in multiple formats—including charts and graphs—has significantly enhanced their reporting capabilities. This customisability allows them to adapt the system to their evolving needs and unlock the full potential of their data.

“Iken Cloud’s dashboards give us the ability to explore data in real-time, empowering our team to work smarter. Fee earners are now more self-sufficient, which has freed up time for other priorities.”

Stuart Betts

Business Team Manager (Legal)

In conclusion

Staffordshire County Council’s transition to Iken Cloud demonstrates how a forward-thinking approach to technology can transform legal operations. By embracing collaboration, modernisation, and adaptability, the Council has addressed long-standing challenges and positioned its Legal Services for continued growth.

Through the adoption of Iken Cloud, Staffordshire has achieved enhanced productivity, improved reporting capabilities, and a system that supports a flexible, scalable workforce. This project has also highlighted the value of working in partnership with a trusted provider to deliver a tailored solution that meets both current and future needs.

Cardiff City Council’s successful migration to Iken Cloud demonstrates how adopting the right legal software application can lead to significant improvements in service delivery, team collaboration and productivity.

By maintaining stakeholder engagement throughout the project, coupled with a robust support service available to end users from day one, Iken has enabled the Council to modernise its legal processes, integrate with other technologies and prepare the team for future challenges. The Council’s journey also illustrates the value of choosing a supplier that prioritises the needs of its clients and is always seeking opportunities to collaborate and share ideas.

“The move to Iken Cloud has transformed how we work. It’s given us the tools to be more flexible, productive, and future-ready. Iken’s support has been exceptional throughout the process.”

Paula Dalton

Legal Services Manager

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© 2025 Iken Buisness Ltd. First Floor, PS21, 21 Prince Street, Bristol, BS1 4PH, UK
Registered in England & Wales | Company Registration Number:- 2776536 | VAT Registration Number: GB 609526041

Contact

Get started

© 2025 Iken Buisness Ltd. First Floor, PS21, 21 Prince Street, Bristol, BS1 4PH, UK
Registered in England & Wales | Company Registration Number:- 2776536 | VAT Registration Number: GB 609526041