The Iken Case Management Top Ten
The top ten benefits of Iken Case Management software as reported by our clients, click on the links to find out what our clients had to say:
1. All case related information at your fingertips
2. One-touch email integration
3. Reduce time spent on document creation and management, more time on content
4. Appropriate automation frees professionals from background tasks
5. Keep on top of key dates and diary management
6. Enhance teamwork and flexible working practices
7. Management information to control risk
8. Automated time recording supports budgeting and demonstrates best value
9. Easier client care
10. Supports compliance
Contact us to find out how Iken can enhance your case management, or to arrange a demonstration of Iken’s Case Management software.
Download the Iken Case Management Software flyer
What our clients had to say:
1. All case related information at your fingertips
"Finding information when a staff member was absent was always a major problem before Iken. Now when someone telephones in we can quickly find the case information, regardless of who is in the office, and furthermore we can be confident that it's the most up to date information available."
Julie Whitelaw, Legal Services Manager, West Lothian Council
Learn more about this and other benefits gained by reading the West Lothian Case Management Case Study.
All documents are stored in the central database; that’s emails, letters, acknowledgements, meeting agendas, forms, or any other kind of document. View all the documents related to a case based on a certain standard; all the documents associated with a particular contact; or all the documents owned by one person or typed by another. Optional scanning facilities are also available so that incoming letters can be stored alongside other documents and emails. Alternatively, the case management software will inter-operate with corporate document imaging systems.
2. One-touch email integration (including Outlook, Lotus Notes and other packages), means that you can save emails and attachments to an appropriate case file at the touch of a button, helping you to stay on top of your inbox and ensuring that the case information is also complete.
“The majority of work for the team comes in via email, so it’s very important for us to keep track of these. With Iken, it’s so straightforward to file and access emails, you hardly have to think about it.”
Robin Fisher, Senior Legal Advisor, Adecco - click here to read the case study
3. Reduce time spent on document creation and management
with the use of customised templates, precedents and workflows, documents are created, stored and managed in real-time within the Iken Case Management software system. You can also relate parties to a file and link contact details to pre-populate templates, avoiding the unnecessary overheads of typing details in every time.
4. Appropriate automation to free professionals from background tasks – three different levels of workflow provide the opportunity for work to be heavily controlled or largely free-flowing. A number of standard workflows already exist for legal case management in particular. Our customers typically gain between 10 and 20% productivity improvement from using Iken Case Management software.
“We have been very impressed in how Iken has helped improve our internal processes and procedures and has freed up the time of our professional staff; we have been recommending its use throughout the council.”
Tim Mumford, Head of Legal Services, Rotherham Metropolitan Borough Council – click here to read the case study
5. Keep on top of key dates and events
- Iken Case Management software can be fully integrated with your diary system, supporting diary management with automatic scheduling, reminders for bring forward dates and key date chain management to ensure that deadlines are met, even when staff members are unexpectedly absent.
6. Enhance teamwork and enable flexible working practices
"It's much easier to pick up work where it's been left off if a member of staff is sick or unavailable"
Stuart Cohen, Cornwall Council
Team members have secure access to all case information, making it easy to find and access the very latest information regarding a case. In addition professional teams often require the ability to share a library of intellectual capital including best practices, industry guidelines, regulations or other standard documents. Iken Case Management software does just that, providing a repository of information available locally, or from the internet. It’s the perfect tool for supporting continuous professional development.
Further information can be found in the Cornwall Child Care Case Management Case Study.
Iken also provides the ability to support secure remote working and flexible working practices:
“Obviously lawyers can't take files home with them to work on, that’s far too risky. However, they can securely login remotely to Iken and access the most up to date information from home, or indeed other locations."
Hugh Peart, London Borough of Harrow
Read the case study on how Harrow coped with 30% per annum increase in case loads using Iken.
7. Management information to control risk - automated and user-defined reporting. In addition to a set of standard reports, Iken allows user-configurable reporting to suit different organisational needs. Reports can be defined and scheduled to run at set intervals, delivered in a format ready for publication, or exported to Microsoft Excel for further manipulation.
“Iken has enabled us to improve the integrity of information in a case by making sure that it is always up to date and complete. This is particularly useful when someone leaves the department, as now I can easily run a report to see the status of work in progress, forthcoming key dates and areas of risk."
Hugh Peart, London Borough of Harrow
8. Automated time recording helps to inform management in demonstrating best value and supporting the case for budget allocation. Optional automated time recording is designed for professionals who need to track time in order to recharge clients, plan budgets and monitor workloads. Individuals are able to record and track the time they have spent on emails, documents, task list items, meetings or other matters and allocate appropriately without adding to their administrative load. Iken time recording is delivered with a suite of management reports for the purposes of client billing, departmental cross charging, budget allocation, workload monitoring and personal time management.
9. Easier client care and business networking Iken's software delivers an organisation-wide, shared contact database to aid collaboration and ensure that team members have access to the very latest information. Contact details can be automatically inserted appropriately into forms and precedents. It is also easy to determine all the files and cases associated with a particular contact at any one time to assess whether there are any conflicts or areas of risk.
10. Compliance – Lexcel and Records Management
“To meet our target in applying for Lexcel accreditation we required a solution that would enable us to work in a more team-centric environment, improve controls upon security and access and that was also intuitive and user-friendly, even for remote workers. The Iken software suite delivers exactly that, and as a company, Iken Business delivers on their promises.”
Robert Parker, Business Support Manager, Rotherham Metropolitan Borough Council
This is increasingly important in the context of the Freedom of Information Act (within the public sector) and for Discovery & Disclosure purposes (within the private sector). Iken contains an audit trail of the management of all records of every kind, from cases, matters and projects through to individual documents and emails. Records management also extends to the records of individual people and businesses associated with different tranches of work, to assist with internal operation of Data Protection principles
Contact us to find out how Iken can enhance your case management, or to arrange a demonstration of Iken’s Case Management software.
Click here to download the Iken Case Management Software flyer