Beware of Microsoft Word File Metadata
A little known “feature” in the de facto word processor, Microsoft Word, is the metadata that is included with each and every file. “Meta-what?!”
Metadata is bits of information that describe or define the file. Or as defined on Wikipedia, “Metadata is data about data.” OK, so maybe that doesn’t help much either. In Microsoft Word (both the Windows version and the Mac version), there is something found in the menu called “document properties.” This gives fields for each file that allow one to input extra information such as who the author of the document is, keywords, etc. The metadata also includes information about when the file was first created and when it was last saved, as well as information about versions and lots of other more esoteric data that most people do not use.
But here’s the rub - just because one does not specifically enter any information into the “document properties” for a file, doesn’t mean that metadata isn’t created automatically for the file. The creator of the file, the date created and other metadata is always added to a Microsoft Word document. Therefore, if you send a “.doc” file to someone via email or through other electronic means, that additional information is accessible to others. This has proved to be quite a problem in more than one lawsuit and has been (at least) a little embarrassing for others.
The Chronicle for Higher Education recently published an article on this very topic. The article focuses upon the ramifications of Microsoft Word metadata in the publishing world. However this is perhaps even more of a hot issue in litigation. A slightly older article in the New York Times, illustrated two examples in particular where this issue has come up. One of these was a situation in which the CA Attorney General circulated a memo condemning “peer-to-peer” file sharing. The memo was sent as a Microsoft Word file and a quick look at the “document properties” revealed that the file was actually written by someone from the MPAA. Not exactly a favorable situation.
The Chronicle’s article mentions some tips for avoiding this metadata issue in Microsoft Word. One further step that could be taken is to not send Microsoft Word documents at all. Instead, send non-[easily]editable PDF files such as those created by Adobe’s Acrobat software or the built-in capabilities found in Mac OS X.
21 April 2006 | Business, Litigation, Technology | Comments
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