Open source software is no longer a topic that is discussed exclusively among developers or in the IT industry. Government agencies, local authorities and other public institutions are also increasingly looking into Open Source Software solutions and using them in their daily work.
Rather than simply using the somewhat vague term ‘open source’, we typically refer to ‘Free and Open Source Software’ (FOSS) in relation to the four freedoms of Free software. “Free” does not mean ‘free of charge’, but rather describes what you can and cannot do with the software. This may sound abstract at first, but it is actually quite simple!
The basic idea behind FOSS is easy to explain: First and foremost, the software can of course be used freely by everyone. Unlike many proprietary programmes, there are basically no restrictions on what users are allowed to do with the software. The source code of a software programme is also openly accessible, meaning that it can be studied and understood by everyone. The software has no hidden functions or backdoors that work against the interests of users. Users of the software can also contribute to its development, whether through suggestions, translations, or actual programme code that adds functions to the software or improves it overall. The last freedom of FOSS describes the unrestricted distribution of the programme code. Users are allowed to share modifications/improvements or the software in its entirety with other people. There are basically no restrictions on sharing the programme code, as is often the case with proprietary software via copy protection or registration keys.
The four freedoms of free open source software thus generate fundamental advantages for users, which are particularly important for work in the public sector: transparency and trust, expandability and adaptability to local and specialised needs, as well as basic requirements for the joint development and financing of the software.
These are also the arguments and demands of the ‘Public Money? Public Code!’ campaign by the Free Software Foundation Europe. The campaign has raised awareness among supportive communities and local authorities and created a platform for sharing the successes and shortcomings of digital independence in public administration in Europe.
A similar approach, albeit aimed more at private users than local authorities and administrations, is being pursued by the ‘Digital Independence Day’ campaign, launched in January 2026, which encourages people to take control of their digital self-determination on the first Sunday of every month. It shares simple and useful tips for questioning one’s own dependence on US services in particular and switching to an alternative offering (often a FOSS project).
Open Source in practical use
In practice, Open Source Software is used in a wide variety of areas in public authorities and local government. It supports both organisational processes and traditional office work, such as creating documents, spreadsheets and presentations, or internal communication via email, calendars, and contacts.
There are already numerous examples of open software being used in the public sector in Germany. Local authorities, state agencies and other public institutions use open source either selectively or as part of larger IT structures. While some institutions are initially testing individual applications, others are pursuing long-term strategies and gradually building their systems on open technologies.
A well-known example is the state of Schleswig-Holstein, which has announced that it will increasingly rely on open source software in its state administration. Among other things, the aim is to reduce existing dependencies on individual manufacturers and gain more control over the IT systems used in the long term. Such approaches show that open source is not only considered an alternative, but a realistic basis for modern administrative work.
Examples from Europe
Open source is also playing an increasingly important role in the public sector beyond Germany. In Denmark, the use of open software is part of the national digitisation strategy. Public authorities there are required to examine areas where Open Source solutions can be used effectively to make administrative processes more transparent and flexible.
At European level, there are also initiatives that promote exchange between administrations. Platforms such as the EU’s Open Source Observatory (OSOR) support public authorities in sharing or further developing open source solutions that have already been developed. This results in software solutions that are not created in isolation for a single administration, but can also be adopted by other agencies.
These examples illustrate that Open Source in the public sector is not viewed as an isolated solution, but increasingly as a collaborative approach in which experience, knowledge, and software are shared.
Transparency, verifiability, and accountability
A key feature of open source software is its verifiability. Since the source code is open, security mechanisms, functions, and data processing procedures can be thoroughly audited. For public authorities and local governments, this means an additional level of control – independent of individual manufacturers or international corporations.
Public institutions in particular have a special responsibility when it comes to handling sensitive information. Open Source makes it possible to better understand, review and, if necessary, adapt the software used. At the same time, this prevents critical administrative processes from becoming completely dependent on proprietary systems whose functioning cannot be verified.
Open solutions for everyday office work
A particularly relevant area of application in the public sector is the daily work with Office documents. Here, too, open source solutions are used that enable the handling of text documents, spreadsheets, and presentations and are compatible with common file formats.
These solutions can be used both web-based (for example, Collabora Online, which we offer as a hosted solution to customers) and locally (e.g. the famous LibreOffice), thus offering flexible options for different working environments – from the classic office workplace to mobile working. Existing working methods can be retained while at the same time relying on open software.
Additional: Collabora Desktop
In addition to the web-based office solution Collabora Online, the company of the same name is also developing the local version Collabora Desktop in collaboration with the LibreOffice community. While the web version is used directly in the browser, Collabora Desktop allows documents to be edited directly on your own computer – independently of the browser and completely offline.
The range of functions remains comparable: text documents, spreadsheets and presentations can be created and edited as usual, and common file formats remain fully compatible. Collabora Desktop can therefore be a useful addition when documents need to be edited locally, while web-based solutions continue to be used for collaboration and central storage.