File types

What is it?

File types are the formats used to create, develop, publish and maintain learning and development artefacts. 

In learning contexts, file types generally fall into two complementary categories: 

• universal file types, which support sharing, reuse and long-term accessibility across systems.
• creative or proprietary file types, which enable richer design, interactivity and innovation during development.

Universal file types are widely recognised, standardised file formats that can be created, opened, shared and reused across different systems, software and platforms. They were originally developed in the 1960s to support computer-aided engineering and have since become foundational to digital interoperability (the ability of different devices, systems and applications to connect and communicate).

In a learning and development context, understanding the different file types ensures learning artefacts can be created, shared, archived, adapted and reused across the digital ecosystem without reliance on a single tool or vendor.
This approach recognises that learning experiences are rarely created in a single format. Learning material often begin with creative, tool-specific source files during design and development, and are then shared, published or archived using different formats. 

Managing licences, access and editing rights across both types ensures learning experiences can be used, edited and maintained throughout their lifecycle, while providing creative control and meeting whole-of-government expectations. This is important when considering what authoring tools are needed to create learning material.

Why is it important?

Learning artefacts regularly move between authoring tools, learning management systems (or equivalent platforms), intranet or public web environments, and records or archiving systems.

If file types, licences and access rights are not considered early, learning content can become locked into tools that are difficult or impossible to access, update or share.

Universal file types support interoperability, accessibility and long-term use across the APS digital ecosystem. Creative and tool-specific file types, while essential during learning design and development, often require specific software, licences or skills to edit.

Managing both appropriately allows learning products to scale across agencies, remain usable over time, and align with whole-of-government digital, accessibility and records management standards without constraining innovation.

What are the benefits?

Universal file types enable learning artefacts to be flexible shared, published and reused across teams, agencies and platforms.

Creative file types enable designers, developers and media specialists to fully use authoring tools, multimedia software and emerging technologies to design engaging and effective learning experiences.

Using a deliberate mix of universal and creative file types allows learning teams to balance consistency, creativity and sustainability. As a result:

• files are compatible across different devices, systems and software
• learning materials can be collaboratively co-created, shared, reused and adapted
• duplication and rework is reduced, with lower risk of having to begin from scratch
• files are less likely to become inaccessible due to obsolete or proprietary formats becoming incompatible with the agency’s systems
• files do not create dependencies on vendors, lowering risk of ‘lock-in’
• accessibility and version control are easier to manage and keep consistent
• long-term information management is consistently maintained as technologies, platforms and workforce needs change over time.

Who is this suitable for?

All staff, particularly learning designers, content creators, facilitators and subject matter experts.

Examples of universal file types

Universal file types are widely recognised, standardised formats that can be created, opened, shared and reused across different systems, software and platforms. In a learning and development context, they support publication, sharing, archiving and reuse without reliance on a single tool or vendor.

Examples of learning and development file types that are not universal

Creative and proprietary file types are commonly used during learning design and development. These formats have legitimate value but typically require specific applications, licences or versions to edit, and should not be relied on as the sole transferable or archival format.

Working and final files

Working files are ‘living’ documents. They can be easily marked up, updated as required, and may include tracked changes or comments. Working files are only accessed by individuals who need to contribute, collaborate, or provide feedback.

Final files are clean, approved assets that remain unchanged once published. They represent a polished product that is shared with and accessed by learners.

In some cases, the file type will change during the process. For example:

•  Articulate Storyline creates a new .STORY source file as the raw working file for an eLearning module.
• The module is published as .ZIP file to be uploaded into a learning management system (or equivalent); this file is the final output and cannot be edited.
• The original .STORY file must be accessed to make changes to the module, as only a source file can continue to be edited.

It is important to make a clear distinction between editable working files and approved final versions at the beginning of any project. This will reduce the risk of version confusion or accidental changes to published content.

The final version of a learning experience should remain intact from the point it is published and circulated. Auditors need to be able to clearly identify what content was communicated, and when.

When updates are required, changes should be made to the relevant working file. Once approved, a new final version is created and published. This new final version replaces the previous one, and the cycle repeats for each iteration of the learning experience.

Guidance

• Consult your entity’s records management system and IT manuals to understand how file versions are logged and recorded.
• Use collaboration-enabled applications that are approved by your entity’s IT and security teams.
• Review authoring tool specifications to understand how files are stored and how long they are retained, including differences between active and inactive licences.
• Understand how the final product will be deployed in your organisation to ensure the file format is compatible.
   

General Practice