Five Barriers to Managing Legacy Systems for the Purposes of Data Sharing

The sharing and utilisation of data will become the key driver for innovation across the public sector. Data is a strategic asset; making the appropriate data available to stakeholders inside and outside of the organisation can unlock a wealth of advantages.

However, many public sectors organisations still grapple with the challenges that outdated technology systems present when it comes to sharing data effectively. Legacy systems, with archaic structures and technological constraints, pose significant impediments to these efforts.

To unlock the benefits of greater data sharing - whether it’s generating new revenue streams, unlocking greater internal efficiencies, allowing for more accurate forecasting, and better understanding or anticipating the needs of service users – there are five main hurdles that need to be overcome.

Compatibility issues between legacy systems

Disparate legacy systems, sometimes decades old, often use incompatible data formats, structures, or communication protocols that hinder easy data accessibility and sharing. The resulting siloed information restricts an organisation's ability to derive holistic value from its data.

To bridge these compatibility issues, organisations need to leverage a suite of cutting-edge tools and methodologies such as data integration tools, middleware solutions, and API standardisation and development.

Security and compliance risks

Legacy systems often lack the robust security measures necessary to protect sensitive data in today's complex threat landscape and regulatory environment. Outdated software may also no longer receive security updates, leaving vulnerabilities exposed to malware infiltration, ransomware attacks and data breaches. There are several approaches that organisations should employ to address these security and compliance considerations, including encryption and data masking techniques, regular updates and patch management, and compliance frameworks and best practices.

Limited scalability and performance

As a result of rigid architectures and outdated tech, legacy systems often present limited scalability and performance bottlenecks. As businesses evolve and data volumes grow, these systems struggle to accommodate workloads of a size they simply were not designed to handle.

Organisations should therefore leverage the capabilities offered by cloud platforms to enhance the performance and scalability of aging infrastructure, such as cloud migration, hybrid infrastructure and performance optimisation techniques.

Data silos and interoperability constraints

Data silos, prevalent in legacy environments, emerge when information remains isolated within specific departments, applications, or databases, usually exacerbated by the fact that these disparate systems use incompatible data formats and structures. This results in fragmented datasets, which require time- and labour-intensive work to derive coherent, actionable insights in a form shareable with the wider organisation.

Overcoming this challenge involves utilising a couple of techniques to break down silos and enable data flow, including leveraging middleware integration solutions and implementing robust data governance strategies. In this regard, the UK Government’s Nation Data Strategy guidance on Data Governance can help organisations shape the policies and processes to assign responsibilities, authority and control over data assets and how they may be used.

Legacy mindset and culture resistance

One of the biggest legacy barriers to data sharing is human instead of technical. It’s one thing to implement modern data-sharing practices, but it’s quite another to ensure that people adopt and internalise those practices. People are generally averse to change, often clinging to familiar, outdated methodologies and only reluctantly embracing unfamiliar, new processes. This cultural resistance and attachment to old ways of working can obstruct an organisation’s ability to share its data as much as any technology hurdle.

As a result, to push through any change it’s crucial to utilise techniques such as change management and training initiatives, communicating the benefits, and leadership advocacy.

Conclusion

Overcoming the legacy challenges to data sharing demands a holistic approach that encompasses technological, organisational, and cultural transformations. By recognising the five discussed in this article and implementing targeted strategies to address them, organisations can move past the limitations imposed by outdated systems and foster a more interconnected, secure, and efficient data-sharing ecosystem.

Georgie Morgan

Head of Justice and Emergency Services, techUK

Georgie joined techUK as the Justice and Emergency Services (JES) Programme Manager in March 2020, progressing to Head of Programme in January 2022.

In her current role, Georgie leads techUK’s engagement and initiatives across the blue light and criminal justice sectors. She works closely with industry and stakeholders to drive innovation, address challenges, and anticipate future needs, while showcasing the critical role technology plays in delivering essential public safety and justice services. Through the JES programme, she provides a platform for suppliers, helping them navigate and establish themselves in the blue light and criminal justice markets.

Before joining techUK, Georgie spent four and a half years managing a Business Crime Reduction Partnership (BCRP) in Westminster. Collaborating with the Metropolitan Police and local councils, she focused on mitigating the impact of crime on the business community. Her efforts spanned addressing low-level street crime and anti-social behavior to managing critical incidents and violent crime.

Email:

[email protected]

LinkedIn:

https://www.linkedin.com/in/georgie-henley/

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Cinzia Miatto

Programme Manager - Justice & Emergency Services, techUK

Cinzia joined techUK in August 2023 as the Justice and Emergency Services (JES) Programme Manager.

The JES programme represents suppliers, championing their interests in the blue light and criminal justice markets, whether they are established entities or newcomers seeking to establish their presence.

Prior to joining techUK, Cinzia worked in the third and public sectors, managing projects related to international trade and social inclusion.

Email:

[email protected]

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Ella Gago-Brookes

Team Assistant, Markets, techUK

Ella joined techUK in November 2023 as a Markets Team Assistant, supporting the Justice and Emergency Services, Central Government and Financial Services Programmes.  

Before joining the team, she was working at the Magistrates' Courts in legal administration and graduated from the University of Liverpool in 2022.  Ella attained an undergraduate degree in History and Politics, and a master's degree in International Relations and Security Studies, with a particular interest in studying asylum rights and gendered violence.  

In her spare time she enjoys going to the gym, watching true crime documentaries, travelling, and making her best attempts to become a better cook.  

Email:

[email protected]

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Authors

Kam Bhatoa

Head of Government, BJSS

Bringing diversity, energy, and a strong motivation, BJSS has over 25 years’ experience delivering inclusive technology in the Public Sector. We strive to develop open, forward-thinking, and collaborative environments to solve citizens' problems while working with government departments to deliver the best outcomes for taxpayers.