Nationwide Health System Unifies Records Governance with AI-Powered Oversight

A large public health agency overseeing nationwide healthcare delivery selected Castlepoint to automate governance of its complex data estate. With information spread across multiple systems and public health units, the agency needed to identify sensitive content, comply with retention regulations, and gain full visibility across structured and unstructured records. Castlepoint enabled transparent, AI-powered governance that supports better outcomes for patients, staff and regulators.

The Challenge

The agency is responsible for managing public healthcare services, health information systems and patient data across a large national population. With over 80,000 employees and billions in operational funding, the organisation needed to modernise how it managed unstructured electronic records. Lack of visibility into critical data had created compliance gaps, increased exposure to privacy risks and made it difficult to meet its policy and reporting obligations.

The Solution

Castlepoint was implemented as an enterprise-wide records management platform, operating in a manage-in-place model across Microsoft 365 and other information systems. The solution provided classification, risk assessment and secure records governance without disrupting user workflows. Using Explainable AI, the agency could apply consistent rules, generate audit-ready reports and detect high-risk data across its network.

The platform delivered:

  • AI-powered classification and retention based on organisational policy
  • In-place governance across Microsoft 365 and unstructured systems
  • Regulation-as-Code for automated compliance with public sector rules
  • Identification and management of sensitive and high-risk content
  • End-to-end audit, reporting and information asset tracking
  • Transparent, ethical use of artificial intelligence

The Outcome

With Castlepoint, the agency now operates with full oversight of its data estate, confident that sensitive health records are securely governed and compliant with retention requirements. The system enables proactive identification of privacy risks, supports ethical data practices, and provides decision-makers with real-time insights across the health system.

Key results included:

  • 80,000 employees supported across all public health units
  • 216 unique retention rules applied across three schedules
  • $20 billion annual operating budget under improved information control
“This agency is setting a global example for how public health organisations can balance innovation with robust governance to protect sensitive information. We are honoured to support their mission to deliver better outcomes for patients and stakeholders alike.”
Rachael Greaves, Castlepoint CEO

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