Governance from Day One: Federal Government Agency

Following a Machinery of Government (MoG) change that separated one department into two distinct agencies, a newly formed federal government organisation needed to implement robust information governance from the outset. With legacy content spanning thousands of systems and critical compliance obligations, the agency selected Castlepoint to establish immediate visibility, control and compliance across its information environment.

The Challenge

The agency is responsible for managing national programs that support workforce productivity, job creation, and economic wellbeing. Formed in 2022 as a result of departmental restructuring, the agency was required to stand up its own records governance framework quickly and effectively. This included establishing ownership of inherited content, applying agency-specific compliance rules, and meeting mandatory reporting requirements, all while enabling more than 3,000 staff to operate securely and efficiently.

The Solution

Castlepoint was implemented as the agency’s enterprise information governance platform and deployed across Microsoft 365 (SharePoint Online, Teams and Exchange Online) and legacy file shares. The solution was rolled out in a PROTECTED Azure cloud environment, with thirteen agency-specific Records Disposal Schedules applied using Castlepoint’s Explainable AI.

The solution delivered:

  • Cloud SaaS deployment in a PROTECTED environment
  • In-place records classification and sentencing with artificial intelligence
  • Automatic detection of confidential and classified information
  • Comprehensive discovery, audit and reporting
  • Agentless governance across more than 49,000 systems
  • Support for information custodianship and regulatory compliance

The Outcome

Castlepoint enabled the agency to take immediate ownership of its data, apply tailored compliance rules, and reduce governance risk from the beginning of operations. Automated classification, sensitivity detection and retention scheduling allowed the organisation to improve efficiency and transparency without disrupting workflows.

Key results included:

  • 539,000 records managed with artificial intelligence
  • 969 rules applied from 10 Records Retention Schedules
  • 574.5 million key phrases extracted from 158 million items in 49,000 systems

The agency now has a scalable, future-ready data governance framework that ensures compliance, accountability and operational confidence.

“The Department was created through a Machinery of Government change and needed to quickly determine ownership of legacy data and establish its own governance controls. We were pleased to support the transition.”
Rachael Greaves, Castlepoint CEO

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