Secure collaboration and data sharing at speed

Kevin Monaghan, Policy Support Officer at South Oxfordshire and Vale of White Horse District Councils outlines how secure collaboration tools helped seven councils share data and deliver local government reform proposals at speed.

When the Government’s English Devolution White Paper landed in December 2024, councils across Oxfordshire faced an immediate task to shape alternative proposals for local government reorganisation to determine the county’s future. As part of the proposal writing process, seven separate authorities would need to collaborate and share any relevant data.

South Oxfordshire and Vale of White Horse District Councils took a lead role in data oversight and coordination, requiring a practical way to connect the seven authorities, multiple stakeholders and external advisers under tight deadlines.

The challenge: complexity, uncertainty and sensitivity

Three alternative structural proposals were being developed simultaneously, adding complexity to an already challenging task. 

Initial challenges identified included the need to:

  • Put in place a data sharing agreement supported by all seven authorities
  • Manage unknown volumes and formats of data requests
  • Ensure each proposal was built on consistent, accurate and traceable data/datasets (a government requirement)
  • Protect highly sensitive information, spanning social care, children’s services, finance, staffing and beyond
  • Choose a secure, accessible platform for internal and external users which had the board agreement of all seven authorities – and could be implemented quickly

For the latter, South Oxfordshire and Vale explored file sharing options which would allow the sharing of data between the councils, and eventually with external consultancies. ‘Traditional’ options proved too administratively heavy and lacked the granular control and transparency needed for multi-organisation and external participant working.

After exploring alternatives, the team implemented Objective Connect.

The solution: dedicated, secure workspaces with access control and full auditability

Objective Connect’s workspace model was an immediate advantage. Each data request could be isolated in its own secure area, with tightly controlled permissions and clear visibility over who could upload, view or download information.

The approach scaled rapidly. For the most complex workspace – holding financial data – the team:

  • created 84 workspaces;
  • with 59 participants with varying levels of permissions; and
  • securely shared 121 files.

All councils needed equal access, and the platform delivered this, providing a channel for immediate, effective collaboration. Access could be granted or revoked in seconds, ensuring the right people saw the right information at the right time. The confidence created here, combined with strong preparation and relationship building, helped the councils to achieve a data sharing agreement.

Ease of use and traceability builds trust

With limited time for onboarding, simplicity mattered. 

Users received an email invitation, registered and began working without the need for formal training. Features such as in-platform previews, version control and straightforward permissions reduced friction and helped maintain momentum.

As coordinators, South Oxfordshire and Vale could quickly set up a dedicated workspace when a new request was received, grant access to data uploaders, then invite all relevant parties. Updating permissions was simple and participants could be added and removed as needed.

Just as important was transparency: 

“For me, the biggest win was the ability to run daily audit reports. We could see what had been uploaded, accessed or downloaded at any time.”

These audit trails provided reassurance to information governance officers and strengthened confidence between authorities, which was key to speeding up the data sharing process.

Outcomes and best practice lessons

By combining strong governance preparation with the right technology, South Oxfordshire and Vale:

  • Secured agreement across all councils
  • Enabled effective, secure cross-authority collaboration
  • Reduced administrative burden
  • Maintained full auditability
  • Built trust between a network of partners

The initial data coordination phase is now complete, with the three proposals published and awaiting the government’s decision. Further work is already underway to gather data that would be needed as part of the local government reorganisation, regardless of the outcome.

As the councils extend their use of the platform into the next phase, confidence in secure, structured collaboration will remain essential.

This case study highlights a clear lesson for public sector transformation: when timelines are tight and stakeholders many, technology that is simple, secure and purpose-built can make the difference between delay and delivery.