When Microsoft published its Annual Reports in 1999 they made one enormous oversight. The metadata left attached to the file revealed the Reports had actually been prepared on a Mac.
The revelation put IT departments on notice that metadata leaks had the potential to be incredibly embarrassing - if not seriously damaging. In the years since, there have been some very high-profile metadata leaks involving international bodies, governments, the military, and financial institutions - though you don't have to be a huge corporation to be susceptible. So, have metadata cleaning tools kept up with the times?
The evolution of metadata cleaning tools
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.
The underlying technology in all metadata management applications currently on the market requires it to open the authoring application every time it cleans a document. This process can really slow down the cleaning. Additionally, desktop users have to wait until cleaning is complete before they can resume working with email.
Bottlenecks are created on the server 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 folder and the server.
A breakthrough in metadata management
cleanDocs is a breakthrough product for desktop and mobile users wanting to manage and remove potentially harmful metadata. 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 since it doesn't need to open the authoring application. In fact, users don't even have to have the application installed. Instead, it cleans the document at the direct file level.
cleanDocs also takes full advantage of multi-thread processing, supporting all available cores. Essentially, this means on an 8-core CPU cleanDocs can process up to 8 documents at a time - making light work of large cleaning operations.
Regain control of your metadata
Flexibility in how metadata is managed in the workflow can make the difference between a system that works and one that lets something slip through the cracks. With cleanDocs, IT Administrators can enforce corporate metadata cleaning policies on every email leaving the organization. Or, all or some 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.