Legacy Complexity to Lifecycle Clarity for a Longstanding Government Department

A central government department required a modern, consistent approach to records management across its diverse and complex digital environment. With thousands of systems and over a century of operational history, the department selected Castlepoint to deliver accurate, explainable, and efficient in-place governance that aligned with national regulatory requirements.

The Challenge

The department had a large volume of content stored in multiple environments, including Microsoft 365 and on-premises systems. Records were inconsistently named, formatted and stored, making it difficult to locate or manage them effectively. There was a high reliance on users to manually identify and manage records, which posed compliance and operational risks. The department also required the ability to sentence at both the item and aggregation level and to confidently identify which records could be destroyed or needed to be retained.

The Solution

Castlepoint was deployed to operate across all the department’s systems, regardless of location or format. The platform used Explainable AI to automatically register, classify and apply retention rules to content based on the department’s Business Classification Scheme and relevant retention schedules. Castlepoint also applied security classifications and other metadata to ensure alignment with internal policies and regulatory obligations.

Castlepoint delivered:

  • In-place governance across Microsoft 365 and on-prem systems
  • AI-driven classification and sentencing at item and aggregation level
  • Integration with existing metadata and functional structures
  • Audit trails and reporting aligned with regulatory frameworks
  • Secure, agentless deployment with no impact on user workflows
  • Discovery and visibility over sensitive and high-value information

The Outcome

The department now has a consistent and accurate record of its holdings. Castlepoint has enabled sentencing and destruction of content based on retention rules, with ongoing automatic governance in place. The system provides transparent, explainable recordkeeping that supports operational efficiency, information security and compliance. The implementation also supported the department in validating its approach with the national archives regulator.

Key results included:

  • 1.5 million items managed using artificial intelligence
  • 14,000 systems registered
  • 38 million key phrases extracted from across enterprise data
The agency has a strong focus on governance, and it was great to validate the solution approach to full compliance.
Rachael Greaves, Castlepoint CEO

Our team are experts too. We love to help.

Get in touchJoin Our team