Metadata: Microsoft’s Underworld

Posted on June 1, 2008 at 5:29 am

Many users of Microsoft Word have heard talk about something called metadata, a mysterious compilation of data that reveals previous versions of a document, who worked on the document throughout its history and the various dates when the article was edited. Some treat these rumors with about as much credibility as others regard UFO’s. A brief look will help explain what it is and how to eliminate it.

Actually, metadata is one of those tools that has, over the years, assisted forensic computer scientists in retrieving documents and revealing editing and abridging over the history of the document. When word processing machines first came along, the hidden data came right along with the documents produced.

In those days, this hidden data did not have the impact that it has today. Documents were printed or faxed, and email was not used. However, when electronic transfer of documents came along, the hidden data quickly developed a sinister reputation.

The term “metadata” literally means data about data, and any Microsoft Word document can contain enough of it to cause the writer embarrassment, discomfort…even legal liability. It actually consists of information embedded in the document file. This data travels with the document, and it can be revealed if it’s emailed or copied electronically. Documents that are created using Microsoft Office applications all contain it, even PowerPoint. So how can the MS Office user find the unwanted data that he’s inadvertently created?”

First, the user can open his selected document and select “File/ Properties.” The metadata will be visible on the several tabs that appear. Secondly, the user can select “File’/ Open and highlight the particular file that interests him.

From the “File of Type” dropdown list, the user should choose the “Recover Text” from “Any File (*.*)” After the file is opened, the user can scroll through the document; when he reaches the end of the document, the metadata will be visible to him. MS Word 2007 users can access the metadata through the “Prepare” button shown below.

The user who wants to know more will find reams of material at Microsoft’s website, including a description of manual removal of the offending data. However, the user will be relieved to know that several software programs are available to reliably eliminate metadata.

Programs such as Esquire innovation’s iScrub and Payne Group’s Metadata Assistant allow the user to find the metadata inside his documents, get reports on that data, and then eliminate it before sending the documents on electronically.

With metadata removed by one of the described programs, the user can feel secure in sending on his documents free of an unintended trail of edits, users and other information that might reveal more than the sender intended.

This is a guest post by Karen Worthy, a tech enthusiast.

Technorati Tags: Microsoft, MS Word, metadata, meta data, MS Office, privacy, secure information, track changes

» Filed Under MS Office Tips

Comments

2 Responses to “Metadata: Microsoft’s Underworld”

Vaibhav said on : June 1st, 2008 at 11:18 am

This option in Word is not that useful, Much more can be modified by using Vista and using Word 2007 properties.
But still till date, few data has been added by Word to docs, which cannot be completely changed.