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Warwickshire Police

From Fragmented Files to Full Oversight

Warwickshire Police replaced fragmented systems with secure, structured software—improving productivity, ensuring compliance, and enabling a growing team to deliver consistent, high-quality legal support across the force.

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Iken’s interface Screenshot for West Northamptonshire council case study about consolidating legal processes

Key Outcomes

Professionalising Legal Operations

Meeting Regulatory Standards

Ensuring Procurement and Security

In conclusion

Learn How Warwickshire Police Consolidated Legal Case Management and Strengthened Oversight

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Replacing fragmented systems with structured legal case management

Centralised, Searchable File Access

Iken replaced fragmented, paper-based and inbox filing with a structured digital system. Legal documents are now securely stored and easily searchable in one central location, supporting the team’s paperless goals and significantly improving day-to-day productivity.

Compliance with Legal Standards

The team used Iken to align with SRA requirements and work towards Lexcel-equivalent practice. Built-in file reviews, naming conventions, and audit trails created a more consistent, accountable, and compliant approach to managing legal records across all matters.

Scalable Collaboration Across the Legal Team

As the legal team grew, Iken introduced consistent processes and shared access across users. Casework could be viewed and continued by others as needed, reducing risk, improving handover, and ensuring continuity even during colleague absences or leave.

Professionalising Legal Operations in a Growing Team

Before introducing Iken, the legal team at Warwickshire Police managed files using paper records or inconsistent digital practices like email subfolders. While this worked for a small team, the approach wasn’t sustainable as the team grew and demands increased.

Colleagues couldn’t easily access each other’s work, and there was no way to ensure a consistent approach across matters. As the department expanded and became responsible for a broader range of legal work, the need for professional legal case management became urgent.

Iken provided a unified, structured system that brought clarity and control to how legal matters were handled. Users could access the same digital files, apply consistent standards, and work productively without reliance on individual inboxes or physical files.

This helped reduce administrative strain, improve continuity, and create a shared approach that worked for the whole team.

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:

“That was my view: we have to have something professional… to allow for proper reporting, a single standard across all colleagues, and support for going paperless.”

Michael Goucher

Solicitor, Warwickshire Police

Meeting Regulatory and Best Practice Standards

The team aimed to meet recognised legal practice standards such as those outlined by the Solicitors Regulation Authority (SRA), as well as those associated with Lexcel accreditation. Without a structured system in place, demonstrating compliance was difficult.

There was no easy way to track who had reviewed a file, whether the correct documentation was in place, or whether workflows were being followed. Iken’s legal management software enabled the team to meet these expectations with confidence.

It introduced file reviews, permissions-based access, and consistent data capture across matters. The result was greater assurance that legal files could be reviewed, shared, and audited in line with recognised standards.

While not formally Lexcel accredited, the team is now operating at an equivalent standard – and is well-prepared should formal accreditation be pursued in future.

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.

Iken’s interface Screenshot within the legal case management software

Ensuring Procurement and Security Standards for Police IT

As a police force, Warwickshire Police is bound by strict procurement and IT security rules. Any new software had to meet the requirements of government procurement frameworks and pass internal checks for data security and compliance.

Iken stood out by already meeting the framework criteria and demonstrating its understanding of public sector legal needs. This gave the legal team and procurement colleagues confidence that Iken could be adopted quickly and securely.

Beyond technical compliance, Iken also offered legal-specific features such as case audit trails, structured matter management, and integration with existing ways of working. The system was not only compliant but genuinely fit for purpose. This assurance made the adoption process smoother and built trust in Iken as a long-term partner.

“Procurement rules are extraordinarily rigid, and I’m pleased to say Iken met all those requirements at first glance.”

Michael Goucher

Solicitor, Warwickshire Police

In conclusion

Warwickshire Police’s legal team successfully transitioned from fragmented and inconsistent administrative processes to a purpose-built legal case management system with Iken. As the demands on the legal department increased—both in terms of volume and scrutiny—the need for a centralised, collaborative, and auditable system became essential.

With Iken, the team has gained control over legal documentation, improved access across colleagues, and introduced structured ways of working that align with professional and regulatory standards. Importantly, the system provides the flexibility needed to evolve with the organisation—whether in preparation for Lexcel accreditation, adapting to new areas of legal work, or responding to operational pressures within policing.

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.

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Registered in England & Wales | Company Registration Number:- 2776536 | VAT Registration Number: GB 609526041

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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