How a Leading Fund Manager Automated Record Compliance and Protected Member Data

A leading pension fund with over half a million members and billions in assets under management needed a modern, scalable way to reduce compliance risk, strengthen privacy controls and gain visibility across its record holdings. Castlepoint was selected to automate classification, risk detection, auditing and lifecycle management across all systems, ensuring secure, compliant and efficient operations.

The Challenge

With hundreds of record types, complex retention requirements and sensitive member data, the fund faced growing compliance and operational risks. Key challenges included limited visibility into records across platforms, inefficient data retrieval, unnecessary data retention and increasing exposure to potential breaches. The organisation needed a solution that could enforce retention and privacy obligations while supporting business-as-usual access and activity.

The Solution

Following a competitive market review, Castlepoint was selected to deliver enterprise-scale information governance. The platform was deployed as a hosted SaaS solution, integrated with Microsoft 365 and Objective, and configured to manage all records regardless of format or source.

The solution delivered:

  • Automatic classification, risk detection and retention scheduling using artificial intelligence
  • Hosted cloud deployment with full data sovereignty and compliance with critical security standards
  • In-place governance across multiple systems with no user disruption
  • Alerting on records activity and usage to support early breach detection
  • Comprehensive auditing, eDiscovery and Copilot readiness
  • Explainable, transparent and ethical automation

The Outcome

The fund now has centralised visibility and governance across all business-critical records. With sensitive information detected and managed automatically, the organisation has significantly reduced compliance risk and improved access to vital data. Records are now consistently classified and sentenced at the point of creation, streamlining both operations and audit readiness.

Key results included:

  • $115 billion in assets under governance
  • 678,000 members with 23% annual growth
  • 516 record types and 116 supported business activities
“We are proud to partner with a leading financial institution that places security and trust at the centre of its operations. Castlepoint helps deliver on that promise with intelligent, ethical automation.”
Rachael Greaves, Castlepoint CEO

Our team are experts too. We love to help.

Get in touchJoin Our team