Data Sharing Between Public Agencies: Why and How

Linking data between public agencies: why and how?

Citizens often carry papers from one office to another because agencies do not share data with each other. Here we explain what data linking means, its technical and administrative requirements, and how to build it step by step.

Digital government 6 min read

By Nour Aldein Tleti. Updated 7 October 2026.

What does linking data between public agencies mean?

Data linking means one public agency can securely and instantly look up information held by another, instead of asking the citizen to bring a paper document showing it. This works through APIs and clear agreements that define who can see what and for what purpose. The result is faster transactions, fewer errors and documents that are harder to forge.

Why does data linking matter?

Saving citizens’ time: They no longer go from office to office collecting civil records or certificates the state already holds.
Higher accuracy: Information comes straight from its source, so there are fewer manual copying errors and outdated documents.
Fighting forgery: Checking with the source exposes forged or altered documents more easily than inspecting paper.
Data-driven decisions: A shared view of data helps plan services and allocate resources between areas.
Serving Syrians abroad: When agencies share data, people living abroad can complete transactions without asking a relative to collect papers from several offices.

Requirements for linking

Common standards: Agreement on formats for names, dates, addresses and ID numbers, because differences break the link.
A secure exchange layer: An intermediary system that passes requests between agencies with encryption, signing and a log of every transaction.
Clean core records: Each agency is responsible for the accuracy of its records before sharing them with others.
Agreements and permissions: A document defining the data each agency may access, the purpose and how long it may be kept.
Legal framework: Check the local legal requirements in force on sharing personal data before any linking.

What can be learned from X-Road in Estonia

No single central database: Data stays with the agency responsible for it, and queries pass through a shared exchange layer.
A log for every query: It is possible to see who requested information and when, which builds trust and accountability.
Gradual start: Two or three agencies can be linked first, then others added on the same standard.
Clear ownership of each record: Each agency keeps ownership of its data and is responsible for correcting it, so citizens are not passed between agencies when there is an error.

Steps to link the first two agencies

01
Choose a use case
Pick a document that is often requested and held by another agency as the first linking pilot.
02
Agree on the data
Define only the fields needed and their format, and avoid transferring data the service does not need.
03
Build the API
The agency that owns the data creates a secure query interface with authentication and logging.
04
Test and audit
Try the link on test data, and review security and permissions before going live.
05
Go live with a manual fallback
Keep a documented manual method for connection outages so the service does not stop.

Ways agencies exchange data

Method	How it works	When it fits
Manual file copying	Exporting spreadsheets and sending them between agencies	Only as a stopgap, because data goes stale and errors multiply
One central database	Collecting all data in one place	Rarely, because it concentrates risk and blurs responsibility
Direct APIs	Secure system-to-system queries when needed	Linking a small number of agencies at the start
Shared exchange layer	A unified intermediary system through which every query passes and is logged	When linking grows to many agencies

Read also

Digital government

Frequently asked questions

Does linking mean putting all data in one place?

No. The safest model keeps data at its source and exchanges it when needed through a secure layer with clear logs.

What if one agency’s records are on paper?

That agency starts by archiving and entering its most requested records in an organised way, then joins the link once its data is ready.

How do we deal with weak connectivity between governorates?

With a design that tolerates delay, such as automatic retries and request queues, plus a clear manual fallback for long outages.

Who protects citizens’ privacy when data is linked?

Each agency is responsible for its data, agreements set the minimum allowed, and the query log makes it possible to review any unjustified use.

Can linking be applied in the private sector too?

Yes. The same principle connects the systems of companies, banks and hospitals through APIs, and the ONE DIGITAL team provides this kind of system integration.