ODF for Interoperability of Public Document in Indonesia

ODF for Interoperability of Public Document in Indonesia 1I Made Wiryana, 2Arrummaisha Adrifina, 3Juwita Utami Putri, 4Harya Iswara A.W 1,2,3,4Gunadarma University 1,2,3,4{mwiryana, arrum, jutami, harya}@staff.gunadarma.ac.id Abstract Open standards are widely considered to have a lot of benefits. This has led many governments to consider implementing open standards for document formats, such as the OpenDocument Format (ODF). This paper will discuss aspects of the importance of proper document format for a document that must be long lasting and can be used by different organizations in the government. ODF is a document format that meet the criteria for office applications document storage. By moving to open standards, governments will see that they would benefit from choice, competition, and the ability to substitute different vendor implementations. Keywords: government, Indonesia, interoperability, ODF, open standards 1 Introduction • Old documents can not be read because the vendor change its format in the new version Today, information and communication technology of the program. Thus the selection of the (ICT) architectures need to be flexible. They must document should also consider the age of the be modular, plug-able and easy to set up, fast to document for document preservation needs. integrate and fast to take down and re-purpose for governments and businesses alike to meet the de- • Government agencies can not communicate mands of their citizens and customers. The archi- because it uses a different version/product of tectures need to be built around agreed standard word processor or using a format specified by protocols and information needs to flow seamlessly the vendor. So it takes a standard document across different applications and platforms. which can be used again by another govern- A document format is a particular way that in- ment agency without being tied to one partic- formation is encoded for storage in a computer file. ular product type. Document format can not be considered as sim- Public availability of documentation for early file ple or just follow what is usually used by people. formats varied. Some application vendors made Especially for documents belonging to government their formats available on demand or published agencies that must be used by the public. Several them in book form. Others released them un- technical aspects must be considered, such as: der restrictive licenses that limited use by competi- • Open life-cycle tors. Through the years of 1980s and 1990s, office documents were primarily exchanged as printed • Open availability copies. Where exchanges occurred electronically, • Multiple implementation they were most often between known parties, such as workers in the same office, using the same soft- • Interoperability across different systems ware. Electronic document exchanges was straight- • Following a good document storage standard. forward because the authors assumed that people whom they correspondence with are using the same Besides, there are several considerations on non- version of software running in the same version of technical aspects: operating system. Interoperability among different • Avoiding government agencies to "force" the software was difficult and trivial [5]. public to buy certain word processing pro- The difference between old style format and grams that can interact electronically. Be- new style format is shown in figure 1. In old style cause basically a document granted by a format, information is closely linked to the applica- government agency to the public should be tion. Only the developers of these applications can opened without any provision to use a certain understand the structure of the document. But the type of software. new trend has been started. One of the concepts developed is the concept of document formats with From figure 2 we can see that if someone want open standards (open document format). Informa- a reusable file, so the file model should be closed to tion is represented using a real open standard not SGML (Standardized General Mark-up Language). under the control of a single vendor, and multiple Figure 2 also explain why document in LaTex for- applications can create and access it interchange- mat is reusable if we compare it with wordproces- ably. So that the document does not depend on an sor in 1990’s. application, documents can be opened and edited When the organization have to determine which using a variety of applications. file is used as a standard in all parts, they have to make a standardization of file types. Talk about a standard format, generally people do not refer to the same thing. There are two types of standard formats that are known in public[Mwiryana, 2010], they are: . Old style New Style • De facto Standard. This standard is some- thing popular or used by many people in com- Figure 1: Old and new style of documents[4] munity. It is considered as a standard because it is known by many people, but not a stan- Open Document Format (ODF) as one of the dard from any institution and also untested. format of office application, supports information There is no guarantee from the application retrieval and exchange of documents without re- vendor to not to stop the support in future lating to the application or platform used when version since there is no standard from any creating the document, either by using proprietary legal institution. For example, program that software and using Free/Open Source Software support some format in their old version, do (FOSS). Many state governments around the world not support the old format in their new ver- have adopted ODF, which is an open standard doc- sion. We can call this as a pragmatic approach ument format. What about the Indonesian gov- in defining a standard for document format. ernment? Why the Indonesian government should start to adopt ODF? In this paper, we will look on • Defined Standard. This standard specified in document format selection, problem arised in se- detail and associated with one standard orga- lecting document format, what ODF is, why ODF, nization (ex: ISO and ECMA). For open stan- what benefits can be obtained, so that the Indone- dard, every one can implement that standard sian government can consider ODF as their stan- free. dard document format for data exchange. Government institution usually use de facto standard to determine document format because they 2 Approach in Selecting Docu- thought every body have the application to open the document, but in reality is not true. ment Format Beside that, from case study, document format that was choosen by de facto standard in year Generally, document storage model is based on 1990’s can not be opened with recent application. two spectrums, interface location (page image) and This example can be take as consideration in de- context/structure. Figure 2 shows us this condition termine document that will be used in government . institution. Government institution, in using document to communicate with public, have to think about ac- cessbility. Accessibilty is a chance for people to access the document in public area. Because of that, public may not be bound with some program to open and edit the document. 3 Problem of Pragmatic Ap- proach Problem of pragmatic approach in which technical appraisal of the material is used to preserving one format over another. These approach provides Figure 2: Spectrum of document storage for nine principles to consider as part of appraisal. These principles balance economically sustainable 1. the proliferation of file formats; preservation and intellectual ’value’ with the practi- calities of working with specific, and especially pro- 2. the use of proprietary file formats, and prietary, file formats. 3. formats becoming obsolete, either by being Technical factors are only part of the real- incompatible with later versions of the appli- ity assessment of material for inclusion in collec- cations that created them, or by those appli- tions. Other factors such as intellectual content, cations no longer existing. significance of the document, significance of the donor/creator and any relationship to material al- This assumes that proprietary formats are more ready also play a part. Document considers ’orig- problematic to preserve as their structure and com- inal’ formats accepted for long-term preservation, position are not known, which hinders preservation and does not consider formats appropriate for dis- intervention by imposing the necessity for specialist semination. expertise. Moreover, as new software is created, so A Company or Nation looking to preserve born new file formats proliferate, and consequently exac- digital document permanently and have little con- erbate the problem. The primary way to solve this trol over the formats in which document is trans- is by creating and adopting standards. This is what ferred or deposited. Nowadays internet member- makes the issue of interoperability become impor- ship succeed to connect people all over the world, tant. A good document format will facilitate the there is a change in the document distribution pat- achievement of interoperability in the use of soft- tern. Authors can now easily upload documents in ware. With the method and good storage format, any format to the next can be downloaded by any- then a file will be used by various software. one. Each documents format can be opened only Acceptability of any format is based on each per- by using certain software. When the person down- son’s ability to manage and preserve that format

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