Some users of Microsoft Word may be unaware of the amount of "hidden" information — metadata — embedded in a Word document. Normally unseen, this feature of Word recently created a bit of embarrassment for the British government. Is there a lesson here for desktop publishers and other users of Word? If you routinely exchange Word files with clients and others you may be sharing a little too much of yourself.
There have been some concerns with different versions of Word that allow malacious use of macros and hidden fields. However, beyond intentional mischief, the metadata issue can be just as bad as a virus. Alternate versions of a document, names of people who have edited the file, deleted notations, and comments that you might prefer not be seen by the recipient are often stored within the Word file.
Other reasons to reconsider Word .DOC files: not everyone uses Microsoft Word and the files can be quite large (especially important when sending email attachments or providing downloads from the Web).
If file exchange with customers is primarily for proofing purposes, consider using PDF files. They don't have the same security issues as Word files. If it is necessary or preferrable to stick with Word files, take measures to ensure that potentially embarrassing information is purged:
• Find and Remove Hidden Text in Word 2002
• Disable Word 2002 Features That May Store Hidden Information
• Take Control of the Information You Share in Word 2002
Also see:
• "...Shares Well with others..." Coping with Metadata issues - which ironically also includes a downloadable Word version of the article.
• Workshare Metawall is a software product designed to automatically remove metadata from documents, stripping hidden information from files. Works with Word 97, 2000, and XP.
There have been some concerns with different versions of Word that allow malacious use of macros and hidden fields. However, beyond intentional mischief, the metadata issue can be just as bad as a virus. Alternate versions of a document, names of people who have edited the file, deleted notations, and comments that you might prefer not be seen by the recipient are often stored within the Word file.
Other reasons to reconsider Word .DOC files: not everyone uses Microsoft Word and the files can be quite large (especially important when sending email attachments or providing downloads from the Web).
If file exchange with customers is primarily for proofing purposes, consider using PDF files. They don't have the same security issues as Word files. If it is necessary or preferrable to stick with Word files, take measures to ensure that potentially embarrassing information is purged:
• Find and Remove Hidden Text in Word 2002
• Disable Word 2002 Features That May Store Hidden Information
• Take Control of the Information You Share in Word 2002
Also see:
• "...Shares Well with others..." Coping with Metadata issues - which ironically also includes a downloadable Word version of the article.
• Workshare Metawall is a software product designed to automatically remove metadata from documents, stripping hidden information from files. Works with Word 97, 2000, and XP.
Jacci,
Just wanted to let you know that the PDF you refer to, “Shares Well with Others” has moved on our site. It’s now located here:
http://www.microsystems.com/pdfs/shares-well-with-others-coping-with-meta-data-issues.pdf