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Metadata: Complying with Oregon Formal Opinion 2011-187

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Metadata: Complying with Oregon Formal Opinion 2011-187

  1. 1. Metadata: Complying with Oregon Formal Opinion 2011-187 Beverly Michaelis Sheila Blackford Dee Crocker Practice Management Advisors Professional Liability Fund
  2. 2. Topics <ul><li>Defining Metadata </li></ul><ul><li>Understanding Your Ethical Duties </li></ul><ul><li>Removing Metadata </li></ul><ul><li>Final Thoughts </li></ul>
  3. 3. Defining Metadata
  4. 4. <ul><li>Path and File Name </li></ul><ul><li>Author </li></ul><ul><li>Date and Time Stamp </li></ul><ul><li>Company or Firm Name </li></ul>Examples of Metadata
  5. 5. <ul><li>Inserted Text </li></ul><ul><li>Document Versions </li></ul><ul><li>Comments </li></ul><ul><li>Headers and Footers </li></ul>Examples of Metadata
  6. 6. <ul><li>Tracked Changes </li></ul><ul><li>Template Information </li></ul><ul><li>Undo and Redo History </li></ul><ul><li>Network or Server Name </li></ul><ul><li>http://bit.ly/voJOnR </li></ul><ul><li>http://bit.ly/uxhJgW </li></ul>Examples of Metadata
  7. 7. All File Types Are Affected <ul><li>Word Processing Documents </li></ul><ul><li>Spreadsheets </li></ul><ul><li>Database Files </li></ul><ul><li>Images </li></ul><ul><li>Videos </li></ul>
  8. 8. All File Types Are Affected <ul><li>Sound Files </li></ul><ul><li>E-Mail Messages </li></ul><ul><li>Zip Files </li></ul><ul><li>PDFs </li></ul><ul><li>Every Electronic File </li></ul>
  9. 9. Understanding Your Ethical Duties
  10. 10. Act Competently <ul><li>Basic Understanding of Technology and </li></ul><ul><li>Risks of Revealing Metadata </li></ul>
  11. 11. Act Competently <ul><li>Obtain and Utilize Adequate Technological Support </li></ul>
  12. 12. Use Reasonable Care <ul><li>Prevent Inadvertent Disclosure </li></ul><ul><li>Limit Nature of Metadata </li></ul><ul><li>Limit Scope of Metadata </li></ul>
  13. 13. Use Reasonable Care <ul><li>Control Recipients </li></ul><ul><li>Keep Up! </li></ul>
  14. 14. Using Metadata <ul><li>Was it Intentionally Left? </li></ul><ul><li>Or Inadvertently Included? </li></ul>
  15. 15. Intentionally Left <ul><li>No Duty to Inform </li></ul><ul><li>Metadata Can Be Used </li></ul>
  16. 16. Inadvertently Included <ul><li>Must Inform Sender </li></ul><ul><li>No Requirement to Return </li></ul><ul><li>Recipient May Read </li></ul>
  17. 17. Indicators of Intention? <ul><li>Sent in Native Application </li></ul><ul><li>Tracked Changes Visible </li></ul><ul><li>Comments Visible </li></ul><ul><li>File Properties Apparent </li></ul>
  18. 18. The Best Indicator Metadata is Inadvertent?
  19. 19. Duty to Consult
  20. 20. Conduct Involving Dishonesty Metadata Detection Software
  21. 21. Removing Metadata <ul><li>Word Processing Software </li></ul><ul><li>Acrobat </li></ul><ul><li>Third Party Tools </li></ul><ul><li>Low Tech </li></ul>
  22. 22. WordPerfect <ul><li>File </li></ul><ul><li>Save Without Metadata… </li></ul>
  23. 23. WordPerfect Options
  24. 24. Word 2007 <ul><li>Click the Microsoft Office Button </li></ul><ul><li>Choose Prepare </li></ul><ul><li>Inspect Document </li></ul>
  25. 25. Document Inspector Options
  26. 26. Word 2010
  27. 27. Caution!
  28. 28. Best Practices for Word <ul><li>Copy Document </li></ul><ul><li>Headers? Footers? Watermarks? </li></ul><ul><li>Uncheck </li></ul><ul><li>Read More in Word Help </li></ul>
  29. 29. Invoke Warnings in Word <ul><li>Click Microsoft Office Button </li></ul><ul><li>Word Options </li></ul><ul><li>Trust Center, then Trust Center Settings … </li></ul><ul><li>Privacy Options </li></ul><ul><li>Check this Box: </li></ul>
  30. 30. Acrobat 9 Individual Documents in Acrobat Document > Examine Document… <ul><li>All Documents In Acrobat </li></ul><ul><li>Edit > Preferences > Document > Examine Document </li></ul><ul><ul><li>When closing document </li></ul></ul><ul><ul><li>When sending document by e-mail </li></ul></ul>
  31. 31. Acrobat X <ul><li>Remove Hidden Information … or </li></ul><ul><li>Sanitize Document </li></ul>Tools > Protection
  32. 32. <ul><li>Select Objects to be Removed </li></ul><ul><li>Use Edit >Preferences > Documents </li></ul>Acrobat Remove Hidden Information
  33. 33. Acrobat Sanitize Document
  34. 34. Third Party Metadata Removal
  35. 35. Best Practice Always Send Documents as PDFs
  36. 36. Learn More <ul><li>Acrobat for Legal Professionals Blog: </li></ul><ul><li>http://blogs.adobe.com/acrolaw/ Posts on Document Sanitization: http://blogs.adobe.com/acrolaw/2011/06/code-obfuscation-for-patent-and-court-filings/ </li></ul>
  37. 37. <ul><li>Print </li></ul><ul><li>Scan </li></ul><ul><li>Save as PDF </li></ul>Low Tech Option
  38. 38. <ul><li>Read the Opinion http://www.osbar.org/_docs/ethics/2011-187.pdf </li></ul><ul><li>Footnote 3 – Spoliation </li></ul><ul><li>Footnote 8 – Parties Could Agree Not to Review Metadata </li></ul><ul><li>See Discussions </li></ul>Final Thoughts
  39. 40. Contact Us Beverly Michaelis [email_address] Sheila Blackford [email_address] Dee Crocker [email_address] PLF Practice Management Advisors www.osbplf.org 503-639-6911 - 800-452-1639 and confidential

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