Out-of-Sight, Version 1.0

Out-of-Sight, Version 1.0

What if every Microsoft Word document you sent to someone revealed information you never wanted a client or third party to see? You might be surprised that Word does this and has for years. This information is known as metadata, which can be defined as data on data. In other words, in every Word document, Microsoft has built into it extra data that is stored within the document. This metadata is intended to enhance each file, but it can inadvertently result in confidential or embarrassing information being exposed. Simply put, every Word document in an electronic form carries with it significant business risks if this metadata isn’t properly managed. SoftWise has released a solution to this problem called Out-of-Sight, a metadata management utility.

To better understand this issue, you need to understand what type of information is included in metadata. It includes data on the last 10 authors, file paths, editing time, document comments, document statistics, document properties, document versions, tracked changes, hidden text and embedded graphics, among others. And if that isn’t enough, another concern is when you collaborate with others on a document. The comments inserted to discuss matters in the document also are embedded. This information is hidden, and it can’t be turned off.

Yet despite its hidden nature, this information is easily discoverable. Let me illustrate this point. Open up any Word document. Go to the “File” menu and choose “Properties.” View each tab to see what document properties are embedded in the file. Not that impressed? Let’s take it one step further. Find an old document that you know was used over and over again. If you have one that had review comments used, choose that one. Open the “File” menu, at the bottom of the dialog where it identifies file type select “Recover Text from Any File” and then select your file. Scroll through the document to see what is there. Surprised? So was I.

Still not convinced this can have a damaging impact? Let me cite an excellent example of how catastrophic this can be. Former Independent Counsel Kenneth Starr once released a report to Congress in both hard copy and electronically, but, unbeknownst to him, the electronic version contained metadata, including information that was previously edited out of the final version. The discovery of this information was later referred to as an “inadvertent disclosure,” but the damage was done.

So, if you are borderline paranoid like I am, you will appreciate Out-of-Sight. This handy program allows you to identify the metadata components within a document, generate a report detailing the metadata components and eliminate the metadata components.

Installing this program was not difficult. It simply required copying files to a specific Word startup folder, which was properly explained in the included documentation. I do want to note that due to recently added features in Office XP I found I needed some additional assistance from SoftWise to get the program running properly. The problem stemmed from new security features enabled in Word XP. This was easily taken care of by modifying the macro security settings to “Trust Access to Visual Basic Project.” This setting is found under “Tools,” “Options,” “Security,” “Macro Security” and “Trusted Sources.” Once that was taken care of, I found Out-of-Sight easy to use.

The program adds a specialized toolbar to Word. This toolbar is easily identified by the single button that says “Out-of-Sight.” By clicking on this button, you access the program and its menu options. Another click on the dialog box’s “OK” button, and the document is cleaned automatically. You also can select which elements to process by choosing the “Detail” buttons under “Document Properties” and “Document Variables.” If you want to preview these details you can choose to have the program issue a report by selecting it from a pull-down menu. There also are options for where the document is saved and how it’s named.

The beauty of this program is its simplicity. You really can process a document before sending it off in less than 10 seconds. And the results were as promised. I was able to properly dispose of the harmful and discoverable information in a flash.

In my opinion, this program is a vital tool for any lawyer using Microsoft Word. With it, you can avoid the risks that arise from disseminating the information contained in the metadata. In an abundance of caution I do want to point out that Microsoft has prevented free access to some metadata within the document that can’t be reached without a more technical process. This information primarily relates to the program and its installation.

SoftWise is planning to release Out-of-Sight, Version 1.1 this summer that will add integration with Microsoft Outlook, GroupWise, Lotus Notes, and document management systems such as Docs Open, iManage and Worldox. Batch processing will be added as well as integration with Excel and PowerPoint. With this new integration, Out-of-Sight will be an even stronger program. Unfortunately, Corel Word-Perfect users are out luck because Out-of-Sight doesn’t work with it, but users should be aware that metadata is also including in WordPerfect documents.

If you would like to see how it works for yourself, go to the SoftWise Web site, www.softwise.net, for a 30-day trial evaluation.

SoftWise
(718) 876–9776
www.softwise.net

Price: Depends on number of users; starting at $30 per user for one to nine users.

Windows 95/98/Me/NT/2000/XP

Reviewed by Jonathan Franklin, an attorney based in Miami. He can be reached at
locinfo@jfpa.com

Jun/Jul '02 Issue

PROS
This product is simple and effective. It does what it promises, without any fuss.

CONS
No Mac support; no integration with WordPerfect; no alert for e-mail sending with Version 1.0.

VERDICT
If you use Word, in any incarnation, I would absolutely recommend it. Two clicks on your mouse and your documents are clean for distribution to third parties.