Summary
A file format determines how data can be interpreted. Open or preferred file formats are strongly preferred for data preservation due to their accessibility, interoperability, and a reduced risk of obsolescence.
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What is a file format?
A file format is the way that information is encoded for storage in a computer and determines what software is required to read it. Generally, file formats are identified by their extension, e.g., .docx (Word documents), .csv (comma-separated value files), and .pdf (portable document format).
Proprietary vs open file formats
Proprietary file formats require (a specific version of) company-owned software or operating system, usually with the need to pay for a licence, to read the information they contain. This can present an issue when versions change or become outdated, and when not having a licence. Proprietary file formats then run the risk of becoming unreadable.
Open file formats can be used by anyone, because the software to read these files is open source, not in need of a licence and free of costs. As such, open file formats are strongly preferred for research data preservation due to their accessibility, interoperability, and reduced risk of obsolescence.
In cases where an open file format is not possible, it is essential that you include information about the software, manufacturing company, and version needed to be able to read the files in your data documentation.
Open file formats to future-proof your research data
It is strongly recommended to archive or publish your research data as much as possible (also) in open file formats. This ensures their future readability, interoperability and reusability. Please, check data repository recommendations for preferred file format options. For example, DANS Data Stations and 4TU.ResearchData provide lists of their preferred file formats.
Questions and support
Do you have any questions about choosing open file formats for your research data? Feel free to contact us at data@wur.nl.
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