Making multi-agency data sharing work: From barriers to better outcomes

From safeguarding to serious violence, the cost of poor data sharing is measured in real-world consequences. It’s time to move from reactive to preventative – with a joined-up approach that spans systems, standards and culture.

There have been high-profile cases in recent years where limited data sharing between public sector agencies such as police, social services, health, and the judiciary has contributed to missed opportunities to intervene early and prevent serious harm. These situations highlight an ongoing challenge: when data isn’t effectively connected across systems and services, it can limit the ability of safeguarding teams to respond in a timely and coordinated way sometimes with serious consequences for public safety.

Process and culture are holding agencies back

Despite robust legislation and statutory guidance, multi-agency data sharing remains difficult to implement in practice. This is not due to a lack of awareness or goodwill, but rather persistent barriers rooted in process and culture.

On a practical level, organisations are often limited to siloed, outdated systems that don’t communicate effectively. This fragmentation slows down the flow of information and limits the ability to form a complete picture of emerging risks.

On a cultural level, different risk assessment frameworks and data sharing thresholds can create uncertainty and hesitancy. Without shared standards and mutual trust, collaboration is limited.

These barriers mean that data held across government departments, local authorities, the police, education and health services is predominantly shared in a reactive manner - in response to specific threats or issues as they arise. This reactive approach can lead to delays and inefficiencies at best, and at worst, it jeopardises public safety.

Recognising the need for change

The National Data Strategy (2022) has acknowledged not only the technical challenges posed by legacy systems and inconsistent data standards, but also the cultural barriers, that arises when data sharing is not treated as a strategic priority.

Similarly, a 2023 Department for Education review on safeguarding - Improving multi agency information sharing – outlined five main obstacles that are holding back effective multi-agency collaboration:

1. Systems and processes: fragmented IT systems don’t communicate effectively and there’s a lack of clarity on who holds information.
2. Perceptions about legislation: uncertainty about what can lawfully be shared: the current guidance doesn’t effectively support decision-making.
3. Practice confidence: limited awareness of the relevance or interpretation of the data held.
4. Leadership and culture: weak working relationships between agencies and a need for leaders to promote multi-agency collaboration.
5. Capacity and resource: Gathering information involves time-consuming processes and challenges in recruitment and retention can lead to information being missed.

These findings highlight that technology alone is not the answer. What’s needed is a fundamental shift in culture, supported by consistent governance and ethical frameworks. This can only be achieved through a holistic, joined-up approach that encourages partnership and collaboration between agencies.

From barriers to solutions: Implementing effective multi-agency data sharing

At Capita, we’ve used our technical skills and extensive experience across the public sector to find a solution that directly addresses both the technical and cultural barriers to multi-agency data sharing, while balancing the operational and budget constraints that public sector agencies face.

We understand that a successful solution should:

• Shift data sharing from reactive to proactive
• Connect data across agencies without requiring a wholesale system change.
• Prioritise robust encryption, access controls and comprehensive audit trails to protect citizens’ rights, privacy and trust
• Standardise data governance and ethical frameworks to increase transparency, trust and compliance across partners.

Our multi-agency data sharing (MADS) capability delivers this by offering a secure, standardised platform with near real-time access to integrated information. Developed in response to insights from serious case reviews and the requirements of the Serious Violence Duty, it is designed to support earlier intervention and better decision-making.

Built on secure Microsoft Azure cloud technology, MADS uses Infrastructure as Code (IaC) to enable scalable, repeatable deployment that reduces time, cost, and complexity.

But technology is only part of the solution. Through our Centre of Excellence for Data Sharing, we help partners to establish shared governance framework, deliver tailored training that builds confidence and competence and support the cultural change required to embed an ethical, collaborative, data-sharing practice across organisations.

A shared responsibility for change

The case for better data sharing is not just operational – it’s compelling on every level: every missed opportunity to act on the right information is a risk to public safety, vulnerable individuals and public trust. For public sector leaders, this is the time to move from reflection to action. Whether through statutory duties such as the Serious Violence Duty or through internal reforms, the path is clear: investment needs to be made in secure, ethical and scalable systems that make collaboration the default, not the exception.

What’s needed now is not just better tools, but shared action, so that information moves faster than risk, and agencies can intervene before harm occurs.

Interested in learning more?

Find out more or contact us at bettergovernment@capita.com to access more practical guidance and continue the conversation.