A Note on Government Procurement Policies Related to Mandates for Document Format Standards

A number of governments in Europe and elsewhere are considering or have considered recommending, requiring or mandating the internal use a particular document format standard, rather than allowing individual departments to choose for themselves or to select from some central government-approved short list of possible standards. Cost savings have been given as a primary motivation for these proposed policies. This brief note reflects on the potential costs that the requirement of a single document format standard can entail. It draws from an empirical study prepared in 2007 in connection with the Danish government’s evaluation of document format standardization. The available data indicate the importance of conducting a systematic impact assessment of any proposed policy related to requirements to restrict use of particular document format standards. I close the note with a proposal for the steps that governments should follow to fully assess the potential costs and benefits of such policies before deciding on any implementation