Dynamic Information Asset Register for a Government Agency

A state-based statutory insurer and road safety agency provides medical benefits and rehabilitation services to people injured in road crashes. Alongside its support role, the agency works to prevent accidents and achieve zero deaths and serious injuries on the roads. As the custodian of large volumes of sensitive medical data, the agency needed a dynamic and compliant way to manage its information obligations and safeguard critical records.

The Challenge

The agency held vast amounts of personal and medical information across multiple systems. Its Information Asset Register (IAR) was maintained manually, creating risks around accuracy, visibility, and timeliness. This limited the agency’s ability to respond quickly to audits, protect sensitive information, and meet its obligations under government regulations. To continue delivering its mission while ensuring responsible data governance, the agency required a modern solution to automate discovery, reduce compliance risk, and provide real-time oversight of its information assets.Castlepoint was selected via tender and deployed across shared drives, Microsoft 365, and Content Manager. The platform enabled: Automated discovery and classification of unstructured data Sensitive data detection and minimisation for PII, PCI, and PHI Dynamic Information Asset Register replacing the manual IAR Automated record sentencing using ethical AI Comprehensive auditing and monitoring across 75 systems This gave the agency a federated, compliant view of its records, with an IAR that is always accurate and up to date.

The Solution

Castlepoint was selected via tender and deployed across shared drives, Microsoft 365, and Content Manager. The platform enabled:

  • Automated discovery and classification of unstructured data
  • Sensitive data detection and minimisation for PII, PCI, and PHI
  • Dynamic Information Asset Register replacing the manual IAR
  • Automated record sentencing using ethical AI
  • Comprehensive auditing and monitoring across 75 systems

This gave the agency a federated, compliant view of its records, with an IAR that is always accurate and up to date.

The Outcome

With more than 12 million key phrases extracted from 3 million items and 332 retention policies applied, the agency now has complete visibility of its data holdings. The dynamic IAR has streamlined compliance, reduced manual workload, and ensured sensitive information is managed responsibly. The solution has strengthened the agency’s ability to meet regulatory requirements while supporting its mission to improve safety outcomes for the community.

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