BUILT FOR INFO GOV
Greater control across complex Information Governance work
Iken helps Information Governance teams manage complex requests and governance cases with greater consistency and control, supporting timely responses, coordinated contributions, defensible decisions and clearer oversight of workload, performance and information risk.
Request Management
Keep complex requests on track
Manage FOI, EIR, SAR and other information-rights cases through structured workflows, with tasks, deadlines and reminders helping teams coordinate each stage and maintain control as requests progress.
Outcome
Greater Control
Decision Governance
Make decisions easier to defend
Maintain a clear history of searches, contributions, considerations, approvals and outcomes, providing the evidence behind disclosure and governance decisions when they are reviewed, challenged or audited.
Outcome
Defensible Decisions
Team Coordination
Coordinate contributions across services
Allocate actions to information owners across the organisation and track contributions, dependencies and outstanding work, helping Information Governance teams coordinate complex cases without relying on disconnected email chains and spreadsheets.
Outcome
Better Coordination
Information Control
Protect sensitive case information
Apply role-based access and controlled working practices to cases involving personal, confidential, privileged or commercially sensitive information, helping ensure information is accessible to the right people throughout the process.
Outcome
Controlled Access
Process Consistency
Build consistency into every process
Configure workflows around different request and governance case types, guiding teams through the appropriate actions, reviews and approvals while supporting a more consistent approach across Information Governance work.
Outcome
Consistent Processes
Reporting & Risk
See workload, performance and risk
Use structured case information and reporting to understand volumes, deadlines, overdue actions, outcomes and recurring issues, giving Information Governance leaders clearer visibility of service performance and areas requiring attention.
Outcome
Clear Oversight
IKEN CONNECT
Keep Info Gov teams and owners connected
Information Governance cases often depend on documents, evidence and updates from teams across the organisation. Iken Connect keeps collaboration secure and connected to the case.
Secure document sharing
Share related documents with the teams and stakeholders.
Connected communication
Keep messages, updates and actions associated with the case.
Controlled collaboration
Work with authorised contributors while maintaining appropriate control over access to case information.
Explore Iken Connect
IKEN CONNECT
Service Teams
Information Owners
Legal & Governance
Digital & IT
Senior Approvers
VISIBILITY & ACCOUNTABILITY
IKEN FOR INFO GOV
One system for the breadth of Information Governance work
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Information Rights
Manage statutory requests and information-access casework from receipt and information gathering through review, response and challenge.
Freedom of Information (FOI)
Environmental Information (EIR)
Subject Access Requests (SARs)
Other data-subject rights requests
Internal reviews
Data Protection & Privacy
Coordinate assessments, incidents and data-protection work requiring evidence, actions, decisions and ongoing oversight.
Data breaches
Information incidents
Data Protection Impact (DPIAs)
Information-sharing agreements
Data protection enquiries
Records & Information
Create accountable processes around records decisions, exceptions and information lifecycle governance without replacing the organisation's underlying records repositories.
Retention exceptions
Disposal approvals
Legal holds
Access decisions
Records policy exceptions
Risk & Regulatory
Manage information-risk and regulatory casework with clear ownership, evidence, decisions, actions and escalation.
Information-risk cases
Policy exceptions
ICO enquiries
Regulatory complaints
Mitigation and review actions
FAQs
Frequently Asked Questions
What is Information Governance case management software?
Information Governance case management software helps teams manage structured requests, incidents and governance cases through controlled processes. Iken brings case information, documents, correspondence, tasks, actions and decisions together, helping Information Governance teams coordinate work from initial receipt through to outcome while maintaining visibility and accountability. It can support Information Rights, Data Protection, Records Management and wider Information Governance work.
What types of Information Governance work can Iken manage?
Iken can support a range of Information Governance casework, including Freedom of Information (FOI) requests, Environmental Information Regulations (EIR) requests, Subject Access Requests (SARs), data-rights requests, information incidents, DPIAs, information-sharing governance, records retention and disposal decisions, information-risk cases and ICO enquiries. Different case types can use workflows configured around the processes, actions and decisions they require.
How can Iken support FOI and information-rights requests?
Iken can provide a structured case record for managing FOI, EIR, SAR and other information-rights requests from receipt through to response. Teams can coordinate information gathering, tasks and deadlines, maintain supporting evidence and correspondence, and record reviews, decisions and approvals. This creates a clearer record of how each request was handled without positioning Iken as the system responsible for enterprise-wide information discovery or automated redaction.
How does Iken help make Information Governance decisions auditable?
Iken maintains a history of the actions, evidence, correspondence, approvals and decisions associated with a case. This can help Information Governance teams demonstrate how a request or governance issue was handled, including contributions and decision-making, when responding to internal reviews, complaints, audits or regulatory enquiries. The resulting audit trail supports greater accountability and more defensible governance.
Can Information Governance teams collaborate with other departments in Iken?
Yes. Iken supports controlled collaboration and task allocation around casework involving contributors from different services and teams. Information Governance teams can coordinate actions and contributions while maintaining visibility of progress, dependencies and outstanding work. Iken Connect can also support secure collaboration alongside Iken Cloud, subject to the requirements and configuration of the particular use case.
Can Iken be configured around our existing Information Governance processes?
Yes. Iken supports configurable case types and workflows, allowing organisations to structure processes around different kinds of Information Governance work. Workflows can guide tasks, stages, reviews and decisions rather than requiring every request or case to follow the same process. This allows FOI requests, SARs, incidents, assessments and other governance work to retain processes appropriate to their requirements.
How does Iken support sensitive Information Governance casework?
Iken supports controlled access to sensitive case information through role-based permissions, Single Sign-On and least-privilege security practices. Customer documents are stored within the customer's own Microsoft SharePoint Online tenancy, supporting customer control over document-level access, retention and security policies. Iken Cloud case and document metadata is hosted in Microsoft Azure UK data centres.
Can Iken help Information Governance teams report on workload and performance?
Yes. Iken's dashboards and reporting can provide management information across structured casework, helping leaders understand areas such as volumes, deadlines, outcomes and risk. This can provide clearer oversight of workloads and service performance and help identify overdue work, recurring issues and areas requiring attention.
Does Iken replace Microsoft 365, SharePoint or records management systems?
No. Iken's role is to provide structured case management around the work being coordinated across an organisation's existing information environment, rather than replace Microsoft 365, records repositories, eDiscovery platforms or specialist redaction tools. It can help teams manage who needs to contribute, deadlines, evidence, decisions and approvals while established source systems continue to hold and govern the underlying information.
Does Iken automatically search, redact or disclose information for FOI and SAR requests?
Iken should not be positioned as providing enterprise-wide information discovery, eDiscovery, automated redaction or automated disclosure-bundle production. Instead, its role is to help Information Governance teams manage and evidence the process around those activities, including coordinating searches and contributors, recording evidence, managing reviews and approvals, and maintaining the resulting case history. Specialist functionality may require other technology, integration or configuration.
Security & Compliance
Secure, Reliable, and Built for Public Sector Compliance
Iken Cloud provides secure case management for sensitive Information Governance work, with controlled access, audit trails and UK-based cloud hosting to support information security and organisational governance.
ISO 27001 Certified
Certified information security management supporting the protection of sensitive case information and organisational data.
UK Government & Public Sector Approved
Designed to meet regulatory and security requirements.
Secure Cloud Hosting & Access Controls
Hosted in UK-based industry-leading data centres for maximum security.
BOOK A DEMO
See how Iken could work for your Info Gov team
Explore how Iken helps Information Governance teams manage complex requests, coordinate information and decisions, and maintain clear oversight of deadlines, actions and outcomes.
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