The data disconnect: Addressing the technical barriers to effective public sector data sharing

When critical data sits in silos, so do the decisions. From safeguarding to serious violence, the cost of disjointed systems is measured in preventable failures. This article explores the technical barriers to effective data sharing and how public sector organisations can overcome them.

Access to timely and accurate data is essential for informed decision-making across public services. For the police and judicial system, it’s critical to safeguarding citizens. However, despite having access to large amounts of operational data, many public sector organisations still struggle to act on it.

Legacy systems often don’t communicate with one another effectively, APIs may be restricted, and data frequently sits in formats that are difficult to interpret. These are not just technical inconveniences, they are technical barriers that can delay decisions, obscure risk and, in some cases, lead to avoidable tragedies.

The serious incidents in recent years have brought renewed attention to the critical role of effective information sharing in safeguarding. Independent reviews have highlighted that, in some instances, opportunities for intervention were missed—partly due to challenges in how information was shared or accessed across agencies.

Where technology holds us back

Why is effective multi-agency data sharing still such a persistent struggle across agencies?

Part of the challenge lies in the scale and complexity of the public sector: the UK Government includes over 400 agencies with bespoke IT systems, and a workforce of more than six million people with varying levels of data literacy. The NHS alone manages data for over 60 million patients, while police forces handle vast criminal and surveillance datasets - placing immense pressure on outdated infrastructure.

These macro barriers are often made more complex by the way systems and processes operate within individual agencies.

For example, police forces and social services frequently use different case management systems, which can make it difficult to flag or synchronise risk assessments. Safeguarding teams often lack a shared digital environment, leading them to rely on manual methods—such as emailed spreadsheets or portable drives—to exchange information. Similarly, local authorities may not have a shared data space, making it harder to bring together insights from different sources and identify patterns.

These complexities are made worse by:

• System incompatibility: Legacy IT systems lack interoperability, using non-standard formats and identifiers that hinder routine data exchange.
• Resource constraints: Limited budgets and capacity make it difficult to invest in the technology, training, and time required for effective data sharing.
• Data quality concerns: Inconsistent collection and validation practices undermine trust in shared data.
• Analytical limitations: Manual processes delay insights and restrict the ability to perform near real-time, cross-agency analysis.

As a result, public sector teams face delays, missed opportunities for early intervention, and inconsistent decision-making. Without unified systems and governance, the strategic potential of cross-agency intelligence remains unrealised.

Our approach: A secure, scalable and preventative solution

Drawing on our experience working with public sector organisations, we developed the multi-agency data sharing (MADS) capability to address the core obstacles to effective information sharing—technical, cultural and operational. This practical solution provides a secure, standardised platform for trusted information exchange across government and public bodies, in a way that is both reliable and easy to use.

MADS is built to modernise data infrastructure, instil confidence among professionals, and enhance operational agility across agencies. Its features include:

• Cloud-based interoperability: Helps agencies to integrate without needing to overhaul their existing systems. This enables consistent collaboration even when levels of IT maturity may vary. Leveraging Microsoft Azure, MADS bypasses legacy constraints with a scalable, resilient, and secure cloud foundation.
• Standardised deployment: There’s no need for complex and costly technology programmes. The Infrastructure as Code (IaC) approach utilises automated templates to enable rapid, and replicable rollouts.
• Unified data standards: Through a Common Data Model, MADS harmonises definitions, thresholds, and formats across systems. This enables joined-up risk assessment, a single version of the truth and reliable analysis.
• Secure, role-based access: Encryption and privacy-by-design features, are built-in, ensuring full compliance with UK GDPR and public sector security standards.
• Near real-time, role-based access: Authorised users can access critical information instantly, with full traceability and compliance assurance.

Changing culture, not just technology

Technology alone cannot bridge the trust gap in data sharing. It must be supported by cultural change that shifts perceptions and reduces professional anxiety for frontline staff. By introducing consistent data-sharing models, public sector employees will gain confidence in what data can be shared and when.

That’s why we established a Centre of Excellence for Data Sharing - a strategic resource hub offering governance frameworks, classification models and training designed to empower public sector professionals to share data confidently and ethically.

Historically, when financial pressures mount on agencies, it is often investment in technology and recruitment that are deprioritised. By combining our Centre of Excellence with the data sharing knowledge of our experts at Capita, we can help agencies to overcome scarce resources and benefit from effective data sharing capability.

It’s time to learn from mistakes of the past

Without urgent investment in secure, strategic data-sharing, agencies may continue to face the same challenges that have contributed to serious safeguarding failures in the past. Delays in identifying risk, fragmented case management, and the inability to meet statutory duties, such as the Serious Violence Duty, will persist. The consequences include not only missed opportunities to intervene but also reputational damage, compliance failures, and continued reliance on outdated, insecure methods of information exchange.

Find out how MADS works – securely, simply and at speed

Arrange a tailored walkthrough and find out how your organisation can move from fragmented systems to proactive, preventative practice today. Find out more here or contact us at bettergovernment@capita.com.