About Castlepoint

Castlepoint is a single system that controls all your data.

Castlepoint is a single solution to manage all of the records in your organisation. It registers every record in every business system, and uses Artificial Intelligence to classify it against rules and regulations (including Records Authorities), and apply appropriate lifecycle controls. It acts as a single pane of glass to find, relate, manage and audit every record in your network, no matter what system it is stored in, and it does this without any impact on your existing systems or your user base, and without complex rules engines.

The Data Castle

Imagine a castle on a hilltop. In the castle live the lawmakers, the guards and the overseers. From the castle, they can see the whole kingdom, enforce order, and protect the citizens. Those citizens can carry out their normal business outside the castle walls, in the normal way, under the aegis of the castle keep.

Castlepoint is a Data Castle. Your data stays in its existing systems, meaning there is no impact on users. Castlepoint sees, reads and registers every record in your environment, in any system, and classifies its contents using AI. It then maps all applicable regulatory rules against the record automatically, to tell your compliance and records teams what needs to be retained for how long; what is high-risk; and what has high value.

Using everything it knows about each record, including its audit trail, Castlepoint helps protect information assets by alerting on breaches and providing powerful, contextual discovery across all systems. The Data Castle is a new paradigm for information management and regulation: an old idea for our modern information environment.


We have an obligation to manage evidence of business decisions as records, meaning we need to register, classify, sentence and dispose of them lawfully. But most business records are not in the EDRMS anymore – they can be in dozens or even hundreds of systems. Previous approaches to in-place records management haven’t worked – we can’t customise multiple systems to make them compliant; we can’t move or copy all of those records into the EDRMS; we can’t integrate the EDRMS with all of those systems; and we can’t manage it manually – there is too much data, changing constantly.

Castlepoint provides true in-place, continuum management of every record in any system, using our Data Castle model. We use AI to read, register and classify everything, and report it all to the records team, showing what records are due for disposition and when, and where all the parts of the record are across the network. This means records-managers can spend their time on discretionary decision making and strategy, rather than on trying to sentence individual items themselves. 


When a large university was hacked in 2018, the attackers stole up to 19 years’ worth of personal student information. But the longest period of time the university needed to retain student records for was 7 years. If proper records-management had been possible across the business systems that held the information, nearly two-thirds of that data set could have already been disposed of, reducing the scale of the breach significantly. Failing to manage records means compliantly also means failing to protect them – good records management with Castlepoint can reduce the impact of a breach.

For the records that we do need to keep, it’s important to know which ones are risky. Castlepoint can find and report on any document, email or data that includes an IP address, or a credit card number, or a TFN, or a security classification – across the entire network. And we can alert you when events happen that you might want to know about, such as an HR record appearing in a shared drive where it’s not supposed to be. In this way, we can also reduce the likelihood of a breach or spill.  


An Australian citizen was illegally deported by the Australian government because the Immigration Department couldn’t find their records in their EDRMS. Another citizen was put in immigration detention because the Department couldn’t search properly across its business systems. And an audit of the Department of Health found that users could only find about 18% of the records they searched for in their EDRMS. 

Poor discovery capability has real flow-on effects, and it’s also expensive – one case study of ours showed an effort cost of around $400,000.00 a year to do legal discoveries across the shared drive. Using Castlepoint, we reduced that to around $10,000.00,  saving around 98%. 

We can also do better discovery with Castlepoint, as our Artificial Intelligence engine reads every word of every document, not just titles and metadata. So when you do a discovery action with Castlepoint, you can be sure you have actually found every in-scope record, in every system, all from one search interface.

We are certified records managers.  We are certified in technology.  We are certified in information security and audit.  We are certified in project and change management.  We have over 25 years’ experience in information management technology solutions for government and private enterprise.

We developed Castlepoint to fix a problem.

 Traditional methods of controlling information have not worked well in practice. With exponentially growing data, stored across dozens or hundreds of systems, the old ways of customisation, integration, migration, and manual governance are no longer sustainable, if they ever really were. Artificial Intelligence is the best way to deal with the sheer amount of data, and the ever-increasing regulation it is subject to. AI can read every word in every document, email and database, and can then automatically classify them, based on their content. This allows governance teams to finally have a complete view across the whole environment, and to apply security, discovery and compliance processes to every single system from a single interface. 

Customisation is a productivity killer

Case Study: A Federal government agency customised SharePoint 2010 to make it records-management compliant. This prevented them from upgrading easily, meaning staff did not have access to the latest functionality for nearly ten years, when they were forced to upgrade (and redevelop the customisations) to avoid completely lapsing out of vendor support. Customisation is risky, and not even possible on many COTS or cloud apps.

Integration means risk and cost

Case study: A large Department spent approximately $7M and multiple years trying to connect a collaboration system to their traditional Electronic Document and Records Management System (EDRMS), and still were not successful.  Tightly-coupling systems with agents, connectors and code introduces cascading risk, affects the upgrade path, and does not scale across dozens of systems (including cloud apps).

Migration damages data integrity

Case study: A large government agency implemented a traditional EDRMS, at a cost of over $5M and taking multiple years. When the project was audited, it was found that information had been more discoverable before it was moved the the EDRMS – the migration had effectively ‘lost’ over 80% of the records, because searching was so ineffective. Moving business records from their source systems to EDRMS reduces control. 

Our vision is to change the way the world manages information, so that people, communities and companies are safer and smarter.

Call us on 1300 996 905 of you would like to talk about using Castlepoint or arrange a demonstration. You can also email gavinm@castlepoint.systems to discuss directly with Gavin McKay, our CTO (or call him on +61 404 151 729). Gavin can also send you a copy of our technical Bluepaper. To talk to Rachael Greaves, our CEO, you can email rachaelg@castlepoint.systems or call +61 488 114 767. She can also send you a copy of our business Whitepaper. 


We are committed to carbon-neutral operation. We provide free or discounted licenses to not-for-profit organisations whose primary remit is environmental or social benefit.
We donate 1% of all profits to environmental and social causes, to help make a better world for every person and animal.  

We are proud to be partnering with Greenfleet to take climate action and offset our carbon emissions through native reforestation.

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