Iken Cloud Migration
Frequently Asked Questions (FAQ)
Get answers to common questions about migrating from Iken Desktop to Iken Cloud.
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This guide is based on the real experiences of Iken clients who’ve successfully moved to the cloud.
Technical & Access
Will our existing case and document structure be retained?
Yes. Your case and folder structure is replicated in the Cloud. This was a key reassurance for organisations like Staffordshire, who wanted continuity with improved accessibility.
Is there any downtime during the migration?
No, there is no disruption to day-to-day work. Migration is carefully planned around your working patterns to ensure a smooth switchover. West Northamptonshire emphasised this in their experience.
How does Iken Cloud work with our IT setup (e.g., SSO)?
Iken Cloud supports integration with your authentication systems. Several clients have successfully integrated with Active Directory and implemented secure Single Sign-On. North Lincolnshire confirmed this setup worked well for their internal IT policies.
Do we need to migrate all our historical data?
No. You can choose to migrate everything or archive selectively, based on your internal policies.
Will our existing integrations still work (e.g., Outlook)?
Yes. Integrations are retained and in some cases enhanced. Cardiff, for example, found integration with Bundledocs seamless. "The integrations, particularly with Outlook and Bundledocs, just worked – it was a huge relief." – Cardiff City Council
Security & Compliance
Where is our data stored?
All data is stored securely in UK-based data centres that meet public sector standards.
How does Iken Cloud support audit trails and compliance?
Comprehensive audit logs, access controls, and secure user permissions are standard. North Lincolnshire highlighted how easier reporting helped them track usage and demonstrate compliance more easily. "The transparency and auditability in Iken Cloud made our compliance conversations so much simpler." – North Lincolnshire Council
Is Iken compliant with G-Cloud and Cyber Essentials?
Yes. Iken Cloud is available on G-Cloud and adheres to key compliance and certification frameworks.
People, Process & Change Management
Who should be involved in the migration planning?
Typically, a combination of IT, Legal Services leads, and internal project or transformation managers. A dedicated Iken Project Manager will work with your team throughout.
How much internal resource is required?
Clients like West Northants and Staffordshire reported that the resource commitment was manageable and not disruptive. The Iken team leads most of the setup and migration work.
Will this change how we work across teams?
It can enable better collaboration, especially for hybrid and cross-departmental teams. Cardiff noted greater access for fee earners and improved productivity post-migration. "Fee earners now have quicker access to the cases they need, wherever they are. That shift has made a real impact on our service." – Cardiff City Council
What training is provided?
Comprehensive remote training is included. Additional self-help and user materials are also provided. Several councils said this helped users adapt quickly.
How do we ensure staff adoption?
Many clients recommend involving users early, nominating champions, and making use of Iken’s ongoing support. Staffordshire highlighted this approach as key to their success.
Value & Outcomes
What are the time or cost savings?
Clients have seen tangible gains in productivity, reduced admin time, and easier reporting. Staffordshire highlighted streamlined working and improved visibility. This is evidenced in the Staffordshire Case Study. "The visibility across matters has improved significantly. It feels like we've brought the whole team into the same room." – Staffordshire County Council
Can we report on performance and usage more easily?
Yes. North Lincolnshire and Cardiff both cited improved access to reporting dashboards and insights. Cardiff’s case study outlines how time recording visibility improved post-migration.
How does this support strategies like shared services?
Cloud-based systems are more adaptable. Several clients highlighted how Iken Cloud supports strategic IT direction and restructuring initiatives. West Northants shared how the system aligned with their transformation roadmap.
Is the system flexible once we’re on Cloud?
Yes. Workflows, permissions, and reporting can all be configured to suit your organisation.
Planning & Timeline
How long does a typical migration take?
While it varies by organisation size, most migrations take between 8–12 weeks from project initiation to go-live. This was consistent across all four case studies.
Can we do a phased go-live or pilot first?
Yes, this is possible. North Lincolnshire ran a soft go-live to help build confidence.
What happens after we go live?
Ongoing support, check-ins, and adjustments are standard post-migration. The Iken team remains available to assist as needed.
Client-Sourced Advice
What advice would you give to teams considering migration?
Start early, involve the right people, and make time for testing. All four councils emphasised how planning and communication made a big difference.
What surprised you about the migration?
Many teams expected it to be more disruptive than it was. Cardiff noted how smooth and well-managed the process felt. "It was far less disruptive than we expected. Iken really took the pressure off." – Cardiff City Council
What would you do differently?
Some councils suggested spending more time on user readiness and pre-migration Q&A. Involving champions early helped smooth the transition.
