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A data interchange format is an agreed way to represent information so different systems can exchange and process it. CSV, JSON, and XML are familiar examples, but using the same format does not by itself mean two systems agree on what each field means.
What a data interchange format defines
A data interchange format sets rules for how data is represented or structured for exchange. Those rules may specify syntax and structure without defining the application-specific meaning of every value. For example, a JSON document can be valid JSON even when two systems interpret one of its fields differently.
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Ecma International describes JSON as “a lightweight, text-based, language-independent syntax for defining data interchange formats.” Its ECMA-404 standard defines valid JSON syntax, but does not assign semantics to a particular JSON document; the parties exchanging data must agree on how to interpret it. Ecma International’s ECMA-404 standard makes that distinction explicit.
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How a format differs from an API or an exchange standard
- Format: the representation used for data, such as JSON, XML, or CSV.
- API: an interface through which software accesses or exchanges data. An API may carry data encoded in a chosen format; it is not itself a data format.
- Exchange standard: a broader set of shared rules that may specify structure, data types, vocabularies, or transfer requirements in addition to representation.
A standard can support interoperability, but the implementations still have to match. If a standard allows both XML and JSON implementations, sender and receiver need to agree on which one they use, as well as on the meaning of the exchanged fields. W3C’s Data on the Web Best Practices discusses the role of shared rules in data exchange.
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Common data interchange formats and where they fit
| Format or family | Useful for | Points to check |
|---|---|---|
| CSV | Simple tabular data arranged in rows and columns. | Confirm delimiter and escaping rules, especially for values containing commas, quotes, or line breaks. Check how the recipient handles data types. |
| JSON | Structured application data, including objects and arrays. | Agree on field meanings and validation rules; JSON syntax alone does not define application semantics. ISO/IEC 21778:2017 is the international standard for JSON syntax. ISO’s record says the edition was reviewed and confirmed in 2023. See ISO’s record for ISO/IEC 21778:2017. |
| XML | Structured data exchange and document-oriented data, including richer document structures. | Check the existing ecosystem, document complexity, metadata requirements, and the schema the parties have agreed to use. |
| RDF / Turtle | Linked-data representations that express relationships between entities and datasets. | Use when linked relationships and semantic-web tooling are relevant to the exchange. |
| Domain-specific standards | Specialist exchanges that need sector-specific structures or metadata. | Confirm applicable industry or regulatory requirements and whether counterpart systems support the required standard. |
These are different tools for different data shapes and workflows, not a ranking. CSV is designed for flat tables; JSON commonly suits structured application data; XML can represent tagged documents and structured data. RDF/Turtle and domain-specific standards address needs beyond a general-purpose representation. W3C’s tabular data model describes issues in tabular data, while W3C’s Turtle specification covers a syntax for RDF graphs.
How to choose a format for an exchange
- Check the recipient first. Find out which formats and implementations the receiving system actually supports. A theoretically suitable format is not useful if the counterpart cannot process it.
- Match the data shape. Choose a tabular representation for flat rows and columns; consider JSON or XML when the data is structured or nested; consider linked-data representations when relationships between entities are central.
- Identify required meaning and metadata. Agree on field definitions, data types, vocabularies, and any metadata needed to interpret the values. A shared file syntax cannot supply those agreements on its own.
- Confirm validation and applicable standards. Check for a schema, sector standard, or regulatory requirement that specifies what must be present and how it should be expressed.
- Test both sides of the exchange. Verify that the sender’s output conforms to the agreed rules and that the receiver interprets representative values as intended.
Why the format name alone does not guarantee interoperability
Two systems can read the same syntactic format yet disagree about the meaning of a field, the allowed values, or whether a value is required. Interoperability needs both compatible representation and shared interpretation. This is why a format choice should be paired with agreements about structure, semantics, validation, and the particular implementation in use.
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When a specialist standard is needed
In fields with defined regulatory or industry workflows, a general-purpose format may not be enough. A sector standard can specify structures and metadata alongside a representation. For clinical-research data and metadata exchange, CDISC lists standards including ODM, Define-XML, Dataset-JSON, and Dataset-XML. CDISC’s standards directory describes its available standards; the relevant choice depends on the applicable requirements and the systems exchanging the data.
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