State Government Department Compliance for Shared Services

Following a significant restructure, a major State Government Department was split into two agencies that continued to share critical systems and services. With a need for compliant, secure and efficient information governance across both organisations, Castlepoint was deployed to provide a unified records management solution. The platform enabled virtual records, AI-powered classification and cross-platform compliance, ensuring transparency, trust and operational continuity across the shared environment.

The Challenge

In the wake of major structural reform triggered by the COVID-19 pandemic, a large State Government Department was split into two new entities. Although they began operating separately in 2021, the Departments retained shared systems and corporate services. This brought significant complexity to data governance, with a need to ensure compliant and secure management across the full lifecycle of information - including transfer to State Archives.

The Solution

To support secure and compliant information governance across this shared model, Castlepoint was implemented by the central corporate support branch. This team is responsible for maintaining core systems such as document and records management and information governance frameworks.

Castlepoint was integrated with multiple platforms including Trim, shared drives, SharePoint, Teams and Exchange, as well as the briefings and contract management systems. A key feature was the use of Castlepoint’s ‘virtual record’ model, which automatically links structured and unstructured content from different sources into a single logical record. These records can then be managed, sentenced and disposed of as a complete aggregation.

The implementation provided:

  • Shared services deployment across both agencies
  • Structured systems records management
  • Virtual records automatically related across repositories
  • AI-powered classification and sentencing, ensuring compliance with legal and regulatory requirements
  • Agentless management across all platforms, reducing system overhead
  • Identification and governance of high-risk and sensitive data
  • Comprehensive auditing, access controls and monitoring
  • eDiscovery capabilities for identifying high-value information

The Outcome

By deploying Castlepoint, both agencies were able to strengthen compliance, security and operational efficiency across a complex shared environment. Castlepoint’s artificial intelligence ensured records were consistently classified, sentenced and managed in line with legislative obligations. The virtual records model allowed for a simplified, theme-based governance approach, enabling more effective disposition and reducing risk exposure.

The platform also enhanced visibility and control over sensitive information, provided full auditability, and supported long-term data governance objectives across both agencies.

Castlepoint delivered:

  • 171,000 records actively managed using artificial intelligence
  • 212,000 separate systems registered, providing complete visibility over the data landscape
  • 24.8 million key phrases extracted from over 516,000 items, improving searchability and discovery

The agencies now have a future-ready, AI-driven data governance framework that enables secure collaboration, preserves critical information, and upholds public trust.

“These departments have a vital mission to serve the public and have implemented strong governance to protect and preserve their data.”
Rachael Greaves, Castlepoint CEO

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