Office suites policy

Policy

Final | May 2016 | v3.0.0 | PUBLIC | QGCIO

Purpose

This Queensland Government Enterprise Architecture (QGEA) policy states the Queensland Government’s direction in regards to the standard office suite of document processing, spreadsheeting and presentation applications.

The purpose of this QGEA policy is to enable the exchange of electronic office documents - such as spreadsheets, charts, presentations and word processed documents - using office suite file formats that are consistent across the Queensland Government.

Policy statement

The Queensland Government will standardise office suite document formats to ensure interoperability and to reduce unnecessary effort in converting document formats.

Policy benefits

This policy will:

  • ensure the interoperability of documents across the Queensland Government
  • ensure the long term readability of office documents
  • realise savings through a whole-of-government procurement arrangement
  • realise savings through reduced training and support skills as a result of office suite standardisation.

Applicability

It applies to all budget-funded departments of the Queensland Government as follows:

  • all departments
  • Electoral Commission of Queensland
  • Office of the Governor
  • Office of the Ombudsman
  • Public Service Commission
  • Queensland Audit Office
  • Legislative Assembly and Parliamentary Service.

Policy requirements

Policy requirement 1:  Departments must use interoperable office documents

To enable agencies to exchange electronic office documents such as spreadsheets, charts, presentations and word processing documents without concern for the underlying office suite application, agencies must save and share revisable content in one of the following Queensland Government approved content formats:

  • Office Open XML format (ISO/IEC 29500-1:2012) for document, spreadsheets and presentations (e.g. docx, xlsx, pptx for Microsoft Office 2008 applications)
  • The Open Document Format (ODF) for electronic office for Text, Sheet, Presentation, and Graphics (ODT, ODS, ODP, ODG) – International standard ISO/IEC 26300-1:2015.

Agencies must ensure they have the capability to read content created in Office Open XML format (OOXML) (ISO/IEC 29500-1:2012) and the Open Document Format (ODF) (ISO/IEC 26300-1:2015) and must ensure that they have the capability to create content that may need to be exchanged in at least one of the above formats.

Agencies using or moving to Microsoft Office 2007 SP3 (or later) will be satisfying this requirement.

Agencies still using versions of Microsoft Office earlier than Microsoft Office 2007 can apply the Microsoft Office Compatibility Pack to their existing Office installations to address the requirement to read Open XML content. Agencies who have applied the Microsoft Office Compatibility Pack should move to make the Office Open XML format as the default format for new Office content through the application of Group Policy or the configuration of desktops through standard operating environments (SOEs).

Alternatively, agencies currently using an Office product without the capability to read Open XML or Open Document Format content or create content in at least one of these formats need to provide a central file translation service.

Agencies with business applications that create Office content in formats other than Office Open XML format (OOXML) (ISO/IEC 29500-1:2012) or the Open Document Format (ODF) (ISO/IEC 26300-1:2015) must ensure that they have an update or migration plan to move these applications to these formats.

Agencies with documentation management systems that do not support Office content in Office Open XML format (OOXML) (ISO/IEC 29500-1:2012) or the Open Document Format (ODF) (ISO/IEC 26300-1:2015) must ensure that they have a plan to update their documentation management system to support these formats.

Advice

Further details of the relevant standards are available here:

ISO/IEC 29500-1:2012 Office Open XML File Formats:
https://www.iso.org/standard/71691.html

ISO/IEC 26300-1:2015 Open Document Format for Office Applications:
https://www.iso.org/standard/66363.html

Issue and review

Version: v3.0.0
Issue date: May 2016
Next review date: May 2018

This QGEA policy is published within the QGEA which is administered by the Queensland Government Chief Information Office. It was developed by the Queensland Government Chief Information Office and approved by the Queensland Government Chief Information Officer.

Implementation

This policy comes into effect from the issue date.

Implementation targets

This policy has interim target dates to monitor progressive achievement of this policy.

#

Target

Date

1.

Agencies must adopt either of the following document exchange formats for all new revisable office documents exchanged within and between agencies:

  • Office Open XML format (ISO/IEC 29500-1:2012) for documents, spreadsheets and presentations
  • The Open Document Format (ODF) for electronic office for Text, Sheet, Presentation, and Graphics (ODT, ODS, ODP, ODG) – International standard ISO/IEC 26300-1:2015.

Agencies must transition away from Microsoft Office document binary (97-2003) format for Word, Excel, and PowerPoint (DOC, XLS, PPT - OLE2 Compound File Binary File Format) for all newdocument creation in favour of the Office Open XML format or the Open Document Format (ODF).

There is no requirement under this policy for an agency to have to convert existing format content to a newer format.
June 2017
2.Agencies must ensure they have the capability to read documents created in both Office Open XML format (OOXML)(ISO/IEC 29500-1:2012) and Open Document Format (ODF) (ISO/IEC 26300-1:2015)June 2016
3.Agencies with Business Applications or Documentation Management Systems that do not support either Office Open XML format (OOXML)(ISO/IEC 29500-1:2012) or Open Document Format (ODF) (ISO/IEC 26300-1:2015) must have a plan to upgrade these applications to support these formats.June 2017

Last Reviewed: 01 May 2016

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