By Ben Mitchell, our Global Head of Commercial Operations.
Are you aware of every single bit of information you share each day? It's nearly impossible to know what is in each document given the sheer volume of emails the average person sends. Even if you did know, would you have the time or technical know-how to strip documents of sensitive information?
Global data protection regulations like the GDPR in Europe have put an end to the days where companies got a slap on the wrist for not protecting names, email address, credit cards numbers, and other personal information. So, it's critical that everyone in the business prioritizes data protection – and an essential part of data protection is metadata management.
Identifying the metadata risk
Every file contains metadata. Document and author properties, custom defined fields, embedded objects, and other types of metadata have the potential to include personal information. If leaked, this metadata could be used to identify someone and, under global data protection regulations, constitute a data breach.
Files need to be wiped clean of any potentially personal information before they are sent outside an organization. Otherwise, that organization could be on the wrong end of a hefty fine.
Managing metadata in email
Metadata is most often leaked through email attachments. Email users need a solution that cleans damaging information before the email has a chance to leave their Outbox. The most powerful solution is one that prompts users to clean attachments of metadata before they click Send. This adds an extra layer of protection against human error and forgetfulness.
At the point of Send, a metadata cleaner can remove more than 100 metadata types from Microsoft Office files without slowing down the user. Use metadata management to remove hidden text, PDF spreadsheets, or add password protection to files for additional security.
Implementing metadata management gives the peace of mind that comes with knowing each document contains only the information intended to be shared. So, give staff the tools they need to protect themselves and the company from winding up in the headlines as the latest victim of a mass data breach.
Learn more about metadata management and implement a more comprehensive data protection plan today.
