Client Background

A medium-sized not-for-profit organisation based in Tasmania manages thousands of sensitive documents daily. These documents include client records, internal communications, funding reports, legal agreements, and strategic plans. The organisation operates in a compliance-driven environment, requiring strict data handling and security protocols.

Challenge

With an expanding digital footprint, the client faced mounting risks and inefficiencies:

  • Manual tagging and classification of documents were inconsistent, error-prone, and time-consuming.

  • High risk of misclassification, exposing the organisation to data leakage, privacy breaches, and non-compliance with data protection policies.

  • Lack of automation in applying protection measures (e.g., encryption, access restrictions) left sensitive documents vulnerable to unauthorised access.

The organisation sought a scalable, intelligent solution that could automatically classify and protect documents based on their content and sensitivity.

Solution by Data Gravity

Service Provided: AI-Powered Content Classification and Protection Automation
Technologies Used: Python, Microsoft Information Protection (MIP), SharePoint, Azure Cognitive Services, Power Automate

1. Intelligent Content Classification Engine

Data Gravity developed and deployed a custom AI-driven content classification system that:

  • Analyzed document content, metadata, and usage context using Natural Language Processing (NLP) techniques.

  • Leveraged machine learning algorithms trained on historical document samples to classify files into categories such as:

    • Confidential, Public, Financial, Legal, Client-Sensitive, etc.

  • Achieved consistent tagging based on patterns in language, file structure, and document source.

2. Metadata Tagging & Governance Enablement

  • Automatically tagged documents with classification metadata (e.g., document type, sensitivity level, source department).

  • Enabled faster search, auditable classification logs, and rule-based access control using SharePoint and Microsoft 365 tools.

  • Supported compliance teams with dashboards for monitoring classification distribution and anomalies.

3. Protection Policy Integration

  • Integrated the AI engine with Microsoft Information Protection (MIP) to dynamically apply:

    • Access controls based on role and classification

    • Encryption for sensitive content

    • Restricted sharing for confidential and financial documents

  • Utilized Power Automate flows to trigger actions such as alerts, archiving, or review requests based on classification outcomes.

Results

  • Achieved 93% classification accuracy on validation samples across six document categories

  • Reduced manual document handling time by 70%

  • Strengthened data governance and compliance, with automated policy enforcement across the document lifecycle

  • Freed up staff capacity, allowing teams to focus on client service, program delivery, and strategic initiatives

Client Testimonial

“With Data Gravity’s AI-based classification engine, we no longer rely on manual tagging or guesswork. Our sensitive documents are now consistently protected, and our compliance team can sleep a little easier.” IT & Compliance Manager, Not-for-Profit Organisation

Key Takeaways

  • AI-driven automation delivers scalable, accurate classification in high-volume, document-intensive environments.

  • Smart integration with Microsoft 365 tools ensures minimal disruption while maximizing security and compliance.

  • Data Gravity’s tailored approach improved operational efficiency, reduced risk, and empowered staff through intelligent automation.

Skills

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