Defra plan: open document formats integrating with IT applications
Published 29 January 2015
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1. Introduction
Cabinet Office announced the Open Document Format (ODF) policy for office productivity applications on 22 July 2014, which established ODF (1.2) as the standard for sharing editable documents across the public sector. PDF/A and HTML5 becomes the default for publishing documents for viewing.
Electronic files can be automatically created by an IT application. The resulting document may be stored for future reference, shared with named parties, or both. Most commonly the file format is text based, PDF, RTF, Microsoft Office Word or Excel. With the introduction of the ODF standard the output file format needs to be reviewed and, where necessary, changed.
The government departments Technology Leaders Network meeting, on 26 September 2014, called for publication of implementation plans.
See also related publications: Defra plan: open documents format publishing and Defra plan: Office productivity tools for handling Open Document formats
2. Position summary
Defra is conducting a review of key IT applications to identify those which produce electronic files either automatically or on demand.
Defra is reviewing applications that ingest electronic documents to establish if the ODF format can be used effectively.
Short term support for ODF will be provided by ensuring access where there is a specific need to produce supporting ODF.
Defra will fully meet the standard as software is refreshed in line with application life-cycles, taking into account direction provided by Technology Leaders Network.
3. Action plan
6 months from January 2015 the review will assess:
- life cycle stage of application
- business process associated with the output and input files
- subsequent handling of files using available software and techniques
- practical solutions to change application behaviour
- ability to meet digital continuity requirements
The review will exclude applications near end of life or senescent and small application like desktop databases or spreadsheets.
The department will publish a list of applications affected by the proposed changes.
4. Issues arising
A change of file format to the Open Document standards relies on other applications, like Office Productivity software, being available to handle the new output. A coordinated approach to upgrading a variety of applications and end user software will be required.
Defra does not directly provision or purchase of software for the majority of our arm length bodies and this may constrain adoption of ODF standards.
5. Applications identified
Many applications have been identified. Further investigation will include:
- application capability to meet standards
- impact of change and associated costs
- impact on end users, including public
- applications near end of life