You’ve heard those horror stories about metadata – that data hiding inside electronic documents.
The word “metadata” first entered the technology vocabulary about 10 years ago, when the risks associated with the inadvertent disclosure of information from document metadata made front page news. In 2006, two large law firms made (undesirable) headlines by exposing confidential telecomm information through unchecked metadata. The issue has become so widespread that some state bars even defined model rules and schematics governing the ethical use of metadata.
But, hey! You’ve implemented a metadata scrubbing solution, right? No worries.
Unfortunately, the explosion of mobile solutions for sending email and attachments has increased the risk of disclosing confidential information.
How, you say? Many law firms do not “allow” the creation or editing of documents on mobile devices. No editing equals no risk, right? Wrong! Metadact®-e is a thin client solution that operates seamlessly, eliminating the restraints and inefficiency associated with a traditional fat client.
‘No fat client, no need for metadata scrubbing?’ Wrong!
Consider the following scenarios:
How about the partner sitting at her son’s soccer game with her iPad? An associate sends a marked-up draft of a file to her by email. She reviews the markup. Then she forwards it to the client. No fat client, no metadata scrubbing.
An associate is working hard on his Desktop at home. He uses Office. He uses firm-sanctioned
Outlook Web Access. At 2:00 a.m., he emails a draft to co-counsel. Again, no fat client, no metadata scrubbing.
A paralegal is populating a deal room with files from a local file share with hundreds of files. Do they contain harmful metadata? They didn’t go through email. No metadata scrubbing. Oh, yes metadata scrubbing – that local metadata scrubbing client – the paralegal did consider that but couldn’t afford to wait while his PC processed all those files.)
Think about how many attachments are sent – or forwarded – from email clients other than Outlook running on a PC. Resulting in a solar system of files not being scrubbed of metadata. Include files uploaded to extranets and cloud repositories, and the solar system becomes a universe.
The solution is Metadact-e, Litéra’s patented, server-based metadata scrubbing solution. Metadact-e will cover all emails, whether they are sent by an email client on the desktop or from a mobile device. Further, Metadact-e synchronizes the actual scrubbed document to the lawyer’s email Sent Items, ensuring an accurate record of what was sent from the firm’s email system. Additionally, Metadact-e cleans the broadest spectrum of document types available, including embedded email messages. Finally, with Metadact-e’s OnDemand feature allow users to select one of thousands of files from a local drive, shared drive, or other repository, and clean them of metadata without tying up their PC.
VP of Client Development