How to Evaluate Digital Sovereignty in an Office Suite: A Guide for European Institutions
Introduction
When European organizations and governments seek to break free from dependence on non-European software vendors, the choice of an office suite becomes a matter of digital sovereignty. A recent example is Euro-Office, a self-hosted, web-based productivity project forked from ONLYOFFICE by Nextcloud and IONOS. However, The Document Foundation (TDF), the nonprofit behind LibreOffice, questioned whether Euro-Office truly ensures sovereignty, particularly regarding its default document format. This guide provides a step-by-step process to evaluate any office suite—including Euro-Office—on the criteria that matter for digital independence.
What You Need
- Basic understanding of office productivity software and file formats.
- Access to the official website or documentation of the office suite you are evaluating (e.g., Euro-Office).
- Familiarity with European legal frameworks (e.g., Germany's ODF mandate).
- Ability to check for open standards like ODF (ISO 26300).
Step-by-Step Guide to Assessing Digital Sovereignty
Step 1: Understand the Difference Between ODF and OOXML
Begin with the foundation: document formats. ODF (Open Document Format) is an ISO standard developed openly without any single company controlling it. OOXML is the format used by Microsoft Office; it is designed and controlled entirely by Microsoft. If an office suite defaults to OOXML compatibility, it remains structurally dependent on decisions made in the U.S., regardless of where the software is hosted. To achieve true digital sovereignty, a suite must commit to open, vendor-neutral formats.
Step 2: Identify the Native Default Format of the Suite
Investigate what document format the suite uses as its native or default format—the one saved when a user creates a new document. Check the FAQ, Features page, and any official announcements. For example, Euro-Office’s GitHub lists ODF alongside DOCX, PPTX, and XLSX, but its FAQ emphasizes “great MS compatibility,” which hints that OOXML may be the default. A strong indicator of sovereignty is when the suite defaults to ODF.
Step 3: Verify Commitment to Open Standards
Supporting a format and making it your native default are two very different things. Confirm whether the suite’s documentation explicitly states that ODF is the primary standard for new documents. If the vendor remains silent—as TDF noted Euro-Office did when asked—be wary. Look for public statements or press releases that mention ODF as a core feature.
Step 4: Evaluate Vendor Independence and Openness
Real sovereignty requires that no single corporation controls the file formats, fonts, or other core components. Ask: Is the suite built on open-source code? Are the fonts it uses open? Euro-Office is a fork of ONLYOFFICE, which itself is based on open source, but the critical point is whether it defaults to proprietary formats or relies on closed-source elements. Also check if the development process is community-driven or controlled by a single vendor.
Step 5: Assess Continuity of Expertise
Switching from one vendor to another does not automatically guarantee that people with the right skills will be available. Ensure that the suite supports open standards and open fonts so that training, migration, and long-term maintenance are not tied to a single provider. LibreOffice, for instance, has a large community of experts. Euro-Office, being newer, may have a smaller pool.
Step 6: Check Compliance with Legal Mandates
Several European nations have passed laws requiring the use of open document formats. For instance, Germany has mandated ODF by law. If your institution must comply with such regulations, verify that the office suite fully supports ODF as the default format—not just as an export option. Failure to comply could expose your organization to legal risks.
Step 7: Ask the Right Questions to the Vendor
Finally, publicly ask vendors like Euro-Office direct questions. For example: "What is your native default document format?" "Do you commit to ODF as the primary format for all official documents?" "Are all fonts used open?" Record responses. If a vendor avoids answering—as TDF experienced—consider that a red flag. Sovereignty demands transparency.
Tips for a Sovereignty-Focused Evaluation
- Distinguish between support and default: A suite that merely supports ODF but defaults to OOXML is not sovereign. Look for explicit statements about the default format.
- Look beyond hosting: Self-hosting is not enough if the file format is controlled by a US corporation. Sovereignty is about data, formats, and standards, not just server location.
- Read the FAQ carefully: Euro-Office’s FAQ frames things around “great MS compatibility.” That phrase indicates a priority on interoperability with Microsoft, not independence from it.
- Consider total cost of ownership: Migrating to a suite that still uses Microsoft’s OOXML may lock you into future compatibility updates dictated by Microsoft.
- Engage with the community: Check forums, mailing lists, or GitHub issues to see if the vendor responds to questions about open standards. Silence can be telling.
- Remember TDF’s open letter: The Document Foundation argued that real sovereignty requires open formats, open fonts, and continuity of expertise. Use that as a checklist.
Evaluating a productivity suite like Euro-Office for digital sovereignty is not just about where the code runs. It’s about ensuring that the fundamental building blocks—document formats, fonts, and development models—are open and not controlled by any single entity. Use this guide to make an informed decision that truly protects European digital independence.