In addition to appropriate documentation, the use of suitable file formats is crucial to subsequent comprehensibility and potential re-use of data.

Providing both standard (also commercial) data formats (e.g. .xlsx / .docx / .pdf) as well as (converted) copies in open and interoperable data formats (e.g. .csv files in addition to tables/databases in proprietary formats; .xml files in addition to PDFs) is generally advisable. Wherever possible, technical standards for long-term archivable documents should be observed.

• See information pages on file formats for preservation of data, e.g. recommended formats by UK Data Service.