Managing Hybrid Records Classification for a Government Research Council

A national Government research funding agency selected Castlepoint to implement intelligent, secure, and scalable records governance. With over 60 years of funding data and strict regulatory pressure regarding foreign interference, the organisation required a solution to classify, control, and monitor information across their hybrid environment.

The Challenge

The Agency, who distributes more than $800 million in grants each year, required an official information management system for its digital estate. They manage large amounts of both structured and unstructured information and must comply with regulatory obligations for records management and information privacy and security.

The Solution

The Agency selected Castlepoint to manage their records lifecycle, business classification scheme (BCS), and enterprise discovery in a manage in place model. The platform’s explainable AI was deployed to classify and sentence records in a certified protected cloud environment, on shore, and interfaces established to the primary content systems, including the legacy research management system.  

The platform delivered:

  • Automated record sentencing with AI
  • Automated identification of high-risk data
  • Business Classification Scheme deployment
  • Legacy systems compliance and control
  • Data risk and security governance and audit
  • eDiscovery for high value information

The Outcome

The Agency successfully catalogued its data assets, including hybrid paper and digital records. Relevant General Records Authorities as well as their own custom BCS are automatically applied across their digital data estate.

‍Key results included:

  • 18,00 assets managed per year
  • $1 billion in grants distributed per annum  
  • 60 years of funding and client data
“The Agency’s approach to catalogue and govern all data assets conforms to the Guidelines and shows their leadership.”
Rachael Greaves, Castlepoint CEO

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