Are you giving people more information than you should?
I am continually amazed at how many Word documents we receive that turn out to have tracked changes; Excel files with all of the formulas and data used to calculate results and no file protection; hidden columns in Excel with more data that the author intended to provide; PDF files that can be easily changed or extracted, and more. When it comes to computer files, what you see is not necessarily all you provide to the next person who opens the file.
Almost every file contains what is known as “metadata.” Among the more damaging things that metadata tracks are hidden text, document revisions, previous authors, comments, and template information. Just for fun, next time your attorney sends you a Word document, go to “File” then “Properties.” You may find that “your” document was actually created months ago for a different client.
If you are going to send out files to clients or prospects or post them to your web site, you need to make certain and follow security procedures. You don’t want readers to be able to access unintended information or be able to modify your documents.
Suppose you send a client a contract in PDF form and he returns it signed. Are you going to carefully read the contract to make certain terms or conditions have not been changed or are you going to assume it’s the same document you sent the client? It may not be. PDF files can be easily edited with the full version of Adobe Acrobat if not secured.
Excel formulas and graphics can include underlying data that you don’t want to release. You may also have forgotten information in hidden columns or supplementary worksheets.
If you create a new PowerPoint presentation by copying an old format from a past slide show, those old slides often remain in the background and can still be accessed.
Before any computer file is distributed outside your firm, or even to employees (do you really want them to know changes you have made in your employment contract?) those documents should be cleaned of the metadata. In the case of an Excel document, you may also want to convert all numbers to absolute values, versus formulas.
Microsoft has come out with a “Remove Hidden Data” plug-in to clean metadata from files, but there are also commercial programs available, among them Workshare Protect 4.5 and Document Detective.
When you create PDF documents for distribution or posting to your web site, take an extra few seconds to set document security. You can lock a PDF document to (1) prevent printing or restrict printing to low resolution and (2) prevent edits or extractions and (3) prevent the document from being opened without a password.
Another feature you may want to use is to restrict access or forwarding of a Word document through a Windows Rights Management Plug-in.
When it comes to distributing information, a little paranoia and a little care can be very good for your business.
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