If you can happen to Microsoft, it can happen to you
In 1999 Microsoft published its Annual Reports. Nothing particularly unusual about that except that metadata in the file revealed that the reports had in fact been prepared on a Macintosh computer.
While certainly embarrassing for Microsoft, it didn’t cause any long-term damage. However, what it did do was to put IT departments on notice that metadata leaks had the potential to damage one’s reputation. Simply run a Google search on metadata leaks to get a sense of the scale of the problem. You will see some very high-profile leaks involving international bodies, governments, the military, corporations and financial institutions. It is hardly surprising then to see how quick law firms were to embrace metadata management software as a “must-have” piece of technology.
“I Feel the Need … the Need for Speed.”
It is almost 15 years since the first metadata cleaning applications were introduced to the market. Whether they were desktop or server-side solutions, they all shared a common problem – speed or lack thereof.
The underlying technology in all metadata management applications currently on the market requires the cleaning application to open the authoring application every time to clean the document. This process can take about 10 seconds per document. For desktop users, this means they have to wait until cleaning is complete before they can resume working with email.
On the server, bottlenecks are created as emails leaving the company are cleaned. The side effect to this is that users do not know exactly when the email was sent, or what the final sent email looked like as there is no synchronization between the person’s Sent email and the server.
Metadata Cleaning at Sub-Second Speeds
DocsCorp, the developers of compareDocs and pdfDocs, has released a breakthrough product for desktop and mobile users – cleanDocs.
cleanDocs is not just the most advanced and most comprehensive software on the market for managing metadata risks for desktop and mobile users, it’s also the fastest. cleanDocs removes more than 100 metadata types from documents at sub-second speeds, eliminating bottlenecks and lost productivity.
cleanDocs is able to achieve these blistering speeds through binary level and multi-thread processing:
- Binary Level Processing – cleanDocs does not need to open the authoring application. In fact, the user does not need to have the application. Instead, cleanDocs analyzes and cleans the documents at the binary or direct file level.
- Multi-Thread Processing – cleanDocs also takes full advantage of multi-thread processing, supporting all available cores. For example, on an 8-core CPU it can process up to 8 documents at a time to make light work of large batch cleaning operations. cleanDocs supports 4, 8, 16 and 32 CPU cores.
Speed, Flexibility and Control Over Metadata
cleanDocs provides unparalleled levels of flexibility in how metadata is managed in the workflow. IT Administrators can manage metadata through the enforcement of corporate policies that can be applied to every email leaving the organization.
Alternatively, all users or nominated users can be given the ability to interact with cleaning policies to modify them, or to provide passwords for protected documents at the point of sending. This allows users to manage metadata in context, based on the recipient’s trust level or business requirements rather than on a “one size fits all” approach to metadata management.
cleanDocs is a hybrid solution, consisting of two modules — cleanDocs Desktop and cleanDocs Mobile. They can be deployed independently or together for a more comprehensive metadata management solution.