Differences

This shows you the differences between two versions of the page.

--- securing_your_documents [2019/08/04 16:00] – created neil
+++ securing_your_documents [2019/08/09 10:07] – neil
@@ Line 1: / Line 1: @@
-=====Documents and metadata=====
+=====Securing your documents=====
-====What is metadata?====
-Data about data
+====Key points: ====
+  * [[securing_your_documents#Be careful about metadata|Be careful about metadata]]
+    * [[securing_your_documents#Removing metadata from Word documents|Removing metadata from Word documents]]
+    * [[securing_your_documents#Removing metadata from PDFs|Removing metadata from PDFs]]
+    * [[securing_your_documents#Removing metadata from images|Removing metadata from images]]
+  * [[securing_your_documents#PDFs are editable|PDFs are editable]]
+  * [[securing_your_documents#If you need to redact a document, do it properly|If you need to redact a document, do it properly]]
+====Be careful about metadata====
+Metadata are "data about data".
 If you think about a pretty typical document, you might have some text in it, and some images. These are data that you know about - the intended content of a file.
@@ Line 9: / Line 19: @@
 If you are concerned about making this information available, you might want to explore options for either removing it, or not creating it in the first place.
-====Word documents====
+===Removing metadata from Word documents===
 If you, like many lawyers, work in Microsoft Word, Word offers an option for removing personal data from a document when saving. On Word for Mac version 15, this is a setting under Tools / Protect Document.
@@ Line 17: / Line 27: @@
 If you are sufficiently concerned, you might want to validate this yourself. However, another option would be to use a tool other than Microsoft Word, which creates or permits less metadata in the first place. Perhaps a simple text file would do the trick?
-====PDFs====
+===Removing metadata from PDFs===
 As with Word documents, PDFs can contain metadata, and that might include information you don’t want to share — your name, for example.
@@ Line 23: / Line 34: @@
 Some tools will just update the metadata fields, leaving the original metadata in situ and recoverable.
-====Redacting from a document====
-If you are in a practice area which needs to redact information from
-====Images====
+===Removing metadata from images===
 Images, especially photographs, can be extremely rich in terms of the metadata that they retain.
@@ Line 35: / Line 44: @@
 Equally, you might not want to have location recorded with every image. You can turn this off in the Location Services settings on your phone - and, while you are there, you may well want to turn off other location-using applications too.
-====Screenshots====
+You can remove metadata from images on macOS using [[https://imageoptim.com/mac|ImageOptim]] (but note that this is [[securing_your_devices#only_install_software_apps_from_trusted_sources|not coming from the App Store]]).
+You might be better off not sharing a document at all, but rather sharing an image of it. If you take a screenshot of the page of a document and share that, any metadata residing in the document will not be shared. However, there may still be metadata in the screenshot itself.
+====PDFs are editable ====
+Do not send someone a PDF thinking that they cannot edit it.
+They can.
+(And if it's part of a contract negotiation, sending a PDF is usually passive-aggressive at best and, even if they don't edit it directly, you'll probably just get back a lot of hand-written changes.)
+====If you need to redact a document, do it properly====
+If you need to redact information from a document while still retaining the document (as opposed to just extracting the particular information you need to provide), look for tools which do a proper redaction, rather than just covering the information up.
+For PDF, Adobe Acrobat can do a proper redaction, as can [[https://smilesoftware.com/pdfpen-family/PDFpen]] (for macOS).
-In some circumstances, you might be better off not sharing a document at all, but rather sharing an image of it. If you take a screenshot of the page of a document and share that, any metadata residing in the document will not be shared. However, there may still be metadata in the image.
+If you are unsure if you have done it properly, print the document with the redactions in place, then scan the printed document before shredding it. (Don't shred it before you scan it; that makes life unnecessarily difficult.)