Why governments need a new way to manage data
- Digital Team
- May 31
- 4 min read
Updated: Jun 3
Rethinking the data layer across government...
Governments are changing quickly. With the rise of artificial intelligence (AI), there is a chance to make public services more personal, quicker, and more effective. AI can find patterns, make decisions, and act with little help from people. This brings big opportunities and serious responsibilities.
To keep up, governments must change how they use data. Right now, data systems are often slow, disconnected, and hard to manage. Data is stuck in different places, formats, or systems. Sharing and using it safely is hard. That must improve. A better data setup is needed—one that is faster, safer, and ready for AI.
A new view of public data
In a world with AI, all data can be useful. Even messy or un-organised data can be turned into something helpful. That’s why governments should treat data like important infrastructure – similar to roads or electricity. It needs care, investment, and clear rules.
This new data setup should:
Give real-time access to many types of data: words, images, videos, sensor feeds, and more
Keep data private and secure with detailed control rules
Let departments and trusted partners share data safely
Treat public data as a shared national asset to improve decisions and services
How to make data work better: eight key areas
To create a modern data setup that works well with AI, governments should focus on:
1. Smarter ways to store and share Data should be easy to find and use. AI needs steady, real-time access to different types of information. Systems should be safe, open, and well connected. Privacy rules must protect each part of the data.
2. Easier connections between systems Data from different places – both inside and outside government – should connect easily. This allows quicker decisions and better warnings about problems.
3. Strong systems for identity AI needs to clearly know who or what it is working with. Unique IDs for people, places, and groups make it easier to manage and protect information. People should only have to share the same information once.
4. Useful metadata Metadata tells us things like where data comes from, when it was made, how it should be used, and how much we can trust it. This helps AI make clear and fair decisions.
5. A setup for AI agents Governments need a tech setup to use AI safely. It should track what AI agents do, stop them from doing harm, and keep people in charge. It should also allow problems to be fixed quickly.
6. Being open and clear As much as possible, governments should share their data, tools, and models. Openness builds trust, supports creativity, and allows others to make new things from government data.
7. Shared public data collections Governments should build and care for large, good-quality data collections. These could be words, pictures, maps, or records. With the right protections, they can help research, innovation, and better public services.
8. Managed data as a service Important public data sets should be treated like ongoing services. That means keeping them accurate, fair, and up to date, with teams in charge of their care. This helps AI use the best and most reliable information.
The new way government operates
AI is changing how governments do their work. As more jobs become automated, government can work faster and respond more quickly. Here are some areas being reshaped by AI:
Service delivery: AI can adjust services to suit each person, speak many languages, and reply instantly. This makes services faster, cheaper, and more inclusive.
Back office: Jobs like sorting data, checking rules, or making decisions can be done by AI. This cuts down paperwork and speeds things up, while keeping clear records.
Compliance: AI can check data in real time and give instant feedback. This removes delays and reduces paperwork, while keeping quality high.
Policy-making: AI can test different policies, adjust them as things change, and help government stay focused on what works.
Workforce: AI can take over repeat tasks, allowing staff to focus on things that need human thinking. It can also give workers better tools to learn and grow.
Procurement: Buying things can be quicker and more focused on results. AI can match needs to suppliers, help with contracts, and check how well things are going.
Technology systems: Governments need flexible systems to run AI. These should be simple, low-cost, and easy to update or expand.
New ways to manage and use data
To support AI, governments must think differently about how data is used and shared. Some useful ideas are:
Linking without moving: Instead of moving data into one place, connect it where it already is. This keeps it safe but still usable.
Pre-linked data: Connect key data sets ahead of time to make them ready for AI use. This helps improve services in areas like health or education.
Platforms ready to use: Grow storage and computing systems that can handle big data. Make sure they connect easily and support AI needs.
Safe access: Give trusted users a simple way to reach public data safely. Use tools that monitor and report any misuse.
Fair funding: Create a payment system for valuable data use. Keep access fair and open to researchers and new ideas.
Independent data body: Set up a long-term group to manage national data with strong rules and safety checks.
Later, governments can aim higher:
Joined-up personal data: Carefully combine personal data to give more tailored help, like in health or welfare.
Shared IDs: Use common identity numbers to help systems work better together.
Innovation spaces: Build places where public services, researchers, and businesses can use data to solve big challenges.
Working with others: Team up with other countries to share ideas and agree on how to use data and AI.
Conclusion: five key steps for governments
To support this change, governments should:
Treat data like infrastructure – fund it, manage it well, and use it to improve services
Build safe systems for real-time sharing – connect data securely across teams and partners
Set rules for AI use – keep track of AI, manage risks, and stay in control
Be open – share data, code, and tools to build trust and support new ideas
Support workers and users – use AI to help people do better work and create better services for everyone
By changing how data is handled, governments can unlock the full value of AI – not just to save time, but to build smarter, fairer public services.
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