Esquire Innovations, Inc.

iScrub 7 - What's New? 

Features of iScrub 7 include:

• Metadata Management of Word, Excel, PowerPoint and PDF files
• Metadata viewer for Word, Excel and PowerPoint
• Built-in management module for easy configuration
• Integration with Outlook and GroupWise e-mail (Lotus Notes integration to be released by the end of January 2010) 
• Open XML document format compliancy and tools to export metadata output into XML format
• An unlimited number of metadata management levels
• The ability to clean zipped files or zip files after cleaning
• Batch metadata removal
• The ability to convert documents to PDF or ZIP format after cleaning
• Addresses new metadata elements in Microsoft files - hidden custom XML data, inline XML data, content controls
• The ability to not only remove built-in document properties, but to change them
• Significantly more granularity in metadata management for Microsoft Office documents
  

Summary

The electronic forms of Microsoft Word files contain hidden data and extraneous information to the actual text, such as the authors of the document, deleted text, and drafting history. When these files are shared outside of the firm there is a high risk of unintentional disclosure of private information (metadata risk) that may be adverse to client representation or extremely embarrassing.

iScrub is a metadata removal solution available for the removal of potentially harmful metadata. The application is simple to configure, administer, train on and use.

iScrub is designed using Enhanced Native Architecture (ENA). Read more about ENA

What is metadata?

Microsoft included many automated features in MS Office to aid in the document production process. Unfortunately, automation can leave electronic evidence of this process. These include the identity of those who edited the document, the time and frequency of edits, commentary, the document template and file location, and other data employed to control the document’s text and format. In some cases, even deleted text remains part of a document’s electronic file history. All of these elements combined make up a document’s metadata.

When is it harmful to share metadata?

The metadata risks are minimal provided the electronic document stays within the firm’s electronic “walls.” Documents sent outside the firm walls require different levels of metadata removal based on the intended recipient.

What are the key strategies for metadata control?

Educate your firm about metadata concerns and use thorough Metadata Management software to publish a clean copy of the document before it is distributed outside the firm.

Learn more about Metadata - New White Paper called 10 Facts about Document Metadata

What is iScrub and how does it work?

iScrub is the premier enterprise solution for metadata removal and management in law firms. iScrub uses sophisticated technologies to remove the visible document properties and cleans the difficult to reach file elements, such as the list of past authors (all document authors) and Deleted Text.

iScrub provides a centralized administration feature that allows firms to establish and control the metadata removal settings.

• iScrub publishes the clean version of a document, separate from the original file, inside or outside of a document management system.
• iScrub works with Outlook, Lotus Notes and GroupWise to prompt users to manage metadata in e-mail attachments before sending them.

Key Features

Metadata Viewer ~ a built-in review and reporting tool to capture and display document metadata. It is extremely useful in determining the level of risk associated with documents that come from inside or outside of the firm.

Metasealant ~ this utility allows users to first manage metadata in a document and then lock it down. The Metasealant utility protects a document from being edited or copied from and only allows the person receiving the document to view it. Essentially, the Metasealant utility is a PDF-alternative that keeps a document in its native MS Word format.

Outlook, Lotus Notes and GroupWise Integration ~ It is critical to capture documents that are attached to e-mails and then published outside of the firm. iScrub can require users to manage metadata  in ALL documents sent to someone outside the firm.

Batch Metadata Removal ~ iScrub includes a “SpinCycle” utility allowing the selection of multiple Microsoft Office and PDF documents or an entire directory that need to be cleaned at once. This is very useful when receiving large quantities of documents from new hires, clients or for attorneys leaving the firm that want to take their documents with them.