Managing Data of Vulnerable Persons

An Indigenous Government body providing temporary accommodation to Indigenous people needed a secure and compliant way to manage sensitive data. With decades of operational records spanning multiple systems, ensuring privacy, compliance, and security was paramount. By implementing Castlepoint, the organisation streamlined data governance while maintaining full regulatory compliance.

The Challenge

The organisation, a not-for-profit wholly owned by the Government, has been offering accommodation services since the 1970s. Over the years, they accumulated extensive data sets containing personal, sensitive, and operational information across hundreds of systems. Managing and securing this data while meeting strict regulatory and privacy obligations was a growing challenge.

The Solution

The organisation implemented Castlepoint as an alternative to a traditional EDRMS, allowing in-place management of information across its file shares. Given its highly regulated nature and the need to protect data subject to secrecy provisions, the organisation leveraged Castlepoint’s AI-driven compliance and security capabilities.

Castlepoint automatically:

  • Registers, indexes, classifies, and sentences data.
  • Audits and reports on millions of documents, emails, and files.
  • Aggregates information subject to secrecy provisions and regulatory obligations.
  • Maps regulatory and risk factors using AI.
  • Identifies and mitigates high-risk data.

The Outcome

Installed on-premises in the organisation’s secure network, Castlepoint was seamlessly integrated into business processes. The implementation has enabled the organisation to meet compliance requirements, ensure privacy protections, and gain greater visibility over its data.

Key Results:

  • 19,000 matches to 35 rules from 20 Acts and Regulations.
  • 1.5GB of data securely managed across the environment.
  • 49.5M key phrases mapped from over 5,000 records in 11 systems.

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“The agency provides key services for vulnerable individuals and takes their privacy and compliance obligations seriously. We are proud to support their work.”
Rachael Greaves, CEO, Castlepoint

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