File Formats (Apr 23)

Back in 1994 I made detailed blueprints for my current house: enough to get a building permit for the rehab work. Now that it’s for sale, I wanted to show the plans as a selling aid. All the construction project files were still there in an old backup, but nothing would open the drawings.

I don’t even remember which app created the plans. Maybe MacDraw II, maybe MiniCAD. Definitely nothing that runs on current Macs. There is still one laptop here from the early 2000s, but nothing on it would open the files. All the older hardware died years ago.

As developers, Turtlesoft has had a hard time keeping up with changes on the Macintosh. It’s also a problem for plain old users. When an app dies, so does all the data that it knows how to unlock.

I’ve tried out a few simple CAD programs to whip out plans, both for the current house and the probable next one. FloorDesign2 seems like the best so far. However, it uses its own file format. You can print and then save as pdf, but the details won’t transfer to any other CAD apps.

Some types of data do have universal formats. For text, there is plain text (.txt) and rich text (.rtf), which many apps can read. Spreadsheet data translates well as either tabbed text, or comma separated values (.csv). Page layouts can use either .pdf or .html. Databases often uses SQL.

In addition, some apps are so dominant that other software is forced to support their file format. Excel and MS Word are that way. QuickBooks aspires to that role, at least for add-ons. AutoCAD may do it for higher-end CAD. Unfortunately, many apps have their own unique data formats, and it’s difficult or impossible to move it elsewhere.

I don’t know if there is any good solution for this, except for keeping old computers around. They seem to last longer if used regularly.

These struggles also apply to our Goldenseal software. You can export any data to a text file and then open it in Excel. However, there’s no easy way to move all the accounting details to some other app in a single step.

The transfer problem works both ways. We wrote code to import from QuickBooks, but it can only translate some of the data from their export file. The translator brings in all the account setup details, but not purchases, bank transactions or job costing. The two formats are too different. Importing from any other accounting software would be even harder.

One issue for accounting software like ours is security. Having the file format be too accessible is not a good idea. Too much risk that data will be changed or stolen. The Goldenseal file format is not encrypted, but viewing the raw file data is not very useful. Even if someone clever had access to your computer, it would take many hours for them to figure out how to, say, find and change a paycheck amount.

If you are really worried about that risk, you can encrypt the whole hard drive, and protect everything on it. All of the fraud problems we’ve heard about from users have come from employees who could just sign on and enter stuff the usual way. Preventing that kind of fraud requires careful use of password access, and occasional audits by the owner or their accountant.

An employee who enters data should not also be reconciling bank statements. Having a second set of eyeballs on the money adds a ton of security.

Dennis Kolva
Programming Director
TurtleSoft.com

Author: Dennis Kolva

Programming Director for Turtle Creek Software. Design & planning of accounting and estimating software.