Addressing Privacy & Sensitive Data Risk at Scale for State Government Department
This large State Government organisation committed to robust information governance, partnered with Informotion and EncompaaS to address the growing challenge of identifying and managing personal and sensitive data across its digital estate. The proof of concept aimed to establish clear criteria for PII detection and leverage advanced dashboards to visualise data attributes, resulting in enhanced compliance and risk management. Early successes included rapid identification of high-risk data and actionable insights for remediation.
28.01.26
The Customer’s Story
The Department operates within the state government sector, managing large volumes of sensitive information. With increasing regulatory requirements and public expectations around privacy, the Department has prioritised data protection and compliance. Recent milestones include the adoption of modern data governance frameworks and investment in AI-driven solutions to automate risk detection and reporting.
The Challenge of PII Discovery
Before engaging Informotion, the Department faced significant challenges in locating and classifying PII within its vast repositories. Manual processes were time-consuming and prone to error, leaving gaps in compliance and increasing the risk of data breaches. The organisation sought a scalable, automated solution to discover PII, apply consistent criteria, and present findings in an accessible format for stakeholders.
Why Informotion Was Chosen
The Department selected Informotion for its expertise in information governance and proven track record with government clients. The decision was influenced by Informotion’s partnership with EncompaaS, whose platform offered advanced discovery capabilities and intuitive dashboards. After evaluating several vendors, the Department recognised Informotion’s ability to tailor solutions to complex regulatory environments and deliver measurable outcomes.
Informotion’s Role
Leading phase one of the project, Informotion collaborated with the Department to define PII criteria and configure EncompaaS for targeted discovery. The team prioritised transparency, accuracy, and user experience, ensuring dashboards provided clear visibility into data locations, types, and risk levels. Informotion facilitated workshops, supported technical integration, and provided ongoing guidance throughout the project.
Successful Outcomes
Phase one of the project conducted over an 8-day period scanned ~350,000 documents, uncovering 13,700 electronic documents assessed as high sensitivity. The items included banking, passport, credit card, tax file number and drivers licence details.
Automated discovery
Of personal, sensitive and PII data cross the Department’s repositories
Custom criteria
Established approximately 20 different criteria for PII identification, improving consistency and compliance
Dashboards
Enabled real-time visualisation of data attributes, supporting informed decision making
Reduced manual effort
And accelerated remediation of high-risk data
Enhanced Reporting
For regulatory audits and internal governnce
Sensitivity Risk Identified
By business unit to enable targeted remediation.
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