AI-Driven Data Control for Local Government

A major local government agency needed to modernise its approach to data governance, ensuring compliance with privacy, security, and records management regulations. With more than 150 years of operations, its data holdings were vast and complex. By implementing Castlepoint, the City gained greater visibility and control over its information assets while reducing risks and streamlining compliance.

The Challenge

The City managed an extensive volume of records across shared drives, Microsoft 365, Exchange, and Trim. Ensuring compliance while maintaining efficiency was a growing challenge. The agency needed an automated solution to classify, manage, and secure its data, reducing exposure to regulatory risks.

The Solution

Castlepoint was deployed across the enterprise to provide automated data classification, records management, and risk analysis. The system was implemented on-premises without the need for agents or connectors, allowing it to seamlessly integrate into existing workflows while providing full oversight of information assets.

Key capabilities included:

  • Automated regulatory compliance – Castlepoint applied the applicable Local Government Records Authority rules to over 125,000 records, covering more than 3 million items across shared drives, SharePoint, Teams, and HP Trim.
  • Comprehensive data governance – All mailboxes and OneDrives were registered, ensuring that data could be managed on demand, particularly following staff departures.
  • AI-powered risk assessment – Castlepoint identified high-risk data and enabled the City to create content risk management plans, informing the enterprise risk register and response strategies.
  • Automated data sentencing and disposal – The system processed and sentenced data in place, flagging 48,000 records that had reached their minimum retention periods and could be safely disposed of.
  • Enterprise-wide security – By integrating Castlepoint, the City reduced its overall threat surface, mitigating the risk of regulatory non-compliance and data breaches.

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The Outcome

By leveraging Castlepoint’s AI-driven governance, the City significantly improved its data management and security posture.

  • 125,000 records were actively managed and classified with AI, ensuring compliance with local government regulations.
  • 2,000 separate systems were registered, providing a unified view of data across multiple platforms.
  • 34 million key phrases were extracted from over 3 million items, improving searchability, auditing, and decision-making.
  • The ability to identify high-risk data and apply regulatory requirements in real time allowed the City to proactively manage its data assets rather than reacting to compliance gaps.
  • Automated data classification and sentencing significantly reduced the manual workload required for records management, freeing up resources for other strategic initiatives.
  • By disposing of outdated and redundant records, the City reduced its data storage costs while also minimising the risk of data breaches.

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“Castlepoint’s AI-powered governance allowed the City to apply privacy, security, and records compliance at scale, reducing risk and improving efficiency across its vast data landscape.”
Rachael Greaves, CEO, Castlepoint

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