Local Government Scales Compliance Across Complex Data Estate

A large regional council with one of the highest local government populations in Australia needed to unify and simplify its information governance processes. With content distributed across multiple environments including Microsoft 365, shared drives and Content Manager, the council selected Castlepoint to create a centralised, compliant records management model that operates in-place, at scale, and without user disruption.

The Challenge

The council manages a diverse portfolio of responsibilities including planning, development, infrastructure, civic governance and environmental services. Its information estate is vast, spanning cloud and on-premises systems, with critical obligations for data transparency, privacy, and regulatory compliance. The council required a solution that could apply unified records control across its entire environment while surfacing sensitive and high-risk content for further governance and protection.

The Solution

Castlepoint was deployed as a hosted SaaS solution to manage information across Microsoft 365, shared drives and Content Manager. Using Explainable AI, Castlepoint automatically classified content and applied retention rules based on applicable Local Government disposal schedules. A Business Impact Levels (BIL) analysis was also conducted to detect and manage personal, sensitive and operational data requiring additional protection.

The platform delivered:

  • In-place governance across all systems with no connectors or duplication
  • AI-powered classification and sentencing of existing EDRMS records
  • Automated detection of sensitive content and high-risk data
  • Executive-level oversight and unified reporting
  • Full auditing, discovery and compliance coverage

The Outcome

With Castlepoint, the council achieved consistent, policy-aligned records governance across its entire data environment. The platform reduced manual effort, improved transparency, and enabled the identification of information with risk implications based on content. Executives now have centralised visibility over their information estate, with confidence in compliance and control.

Key results included:

  • 304,000 records managed with artificial intelligence
  • 15,000 systems registered across the organisation
  • 213.8 million key phrases extracted from over 47.7 million items
"The Council has significant data estates and manysystems. Providing Executive oversight of enterprisedata is a high priority for local governments."
Rachael Greaves, Castlepoint CEO

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