Guide
What is metadata?
Metadata describes a file beyond the content you see, such as its location, author or revision history. A file can look ready to share while those details remain inside it. Inspect the file itself and review any removal or verification finding before deciding what to disclose.
Why should I inspect a file before disclosure?
Representative scenario: a photo is attached to a rights-request response. The viewer shows the picture, but the file also carries GPS coordinates. The reviewer checks whether that location is needed, reads the processing report and reviews the output before deciding what the recipient should receive.
What is metadata?
Metadata describes a file beyond the content shown on the page or screen: how it was made, when it changed, and which device or person was involved. The exact fields depend on the file and its history. A normal viewer does not show every field or embedded item.
Fields to inspect
Check a photo or document for fields such as:
Which file types can I inspect?
Professional accepts the image, document and ZIP extensions listed on the formats page. Each family can carry different fields and embedded structures. Use the examples below to identify what to inspect, then check the exact format limits; an accepted extension does not make every field removable.
Images
Documents
Archives
These families use format-specific checks; an accepted extension does not mean every possible field in every file is removable. Check the exact extension and limits before processing.
Which file details does the recipient need?
Review location, dates, device details and people named in the file against the intended disclosure. Decide which details the recipient needs and which require further review. A field may be sensitive, relevant or inaccurate; its presence alone does not decide whether to keep or remove it.
How should I review a finding?
Start with the exact finding and the file’s purpose. Check whether it is metadata, visible content or an embedded item, and read any proposed removal. Review the processed output and residual-check result together. Keep an unresolved finding open for the responsible reviewer rather than treating a summary label as clearance.
1. Check location in context
If the inspection finds GPS coordinates, check whether the recipient needs that location.
2. Check people and revisions
An author field, comment or tracked change can identify a person or change the document text. Review the content-removal report as well as the visible page.
3. Check the verification state
A clean label is useful only when the format-specific result was verified. If a reported privacy residual remains or the output cannot be validated, treat the file as needing review.
What should a file review cover?
A file review should cover the exact format, the raw-file processing location, content changes and output verification. Read those boundaries together before relying on the result. A supported extension or a count of removed fields is insufficient on its own; the responsible reviewer still needs to inspect the output.
Where is the raw file processed?
Professional accepts 17 file extensions for processing in your browser, with format-specific limits. Supported raw files and raw metadata remain local; the service can store minimised workflow evidence. Before download, review the detected findings, content removals and verification result. The final disclosure decision stays with you.
What should I check before sharing the output?
Before sharing, confirm support for the exact format and read the processing report, including warnings and content removals. Open the output to check that it contains the intended content, then review the verification result. The authorised reviewer decides whether to disclose the file; the checks below support that decision.
How can my team review the file workflow?
Approved Professional teams can inspect supported files locally and review the processing report before release. Open the workflow explanation to see the processing steps and boundaries, then check the exact format you need. Application review comes before access; a workflow description does not establish that your particular file will pass verification.
Review the workflowCommon questions
Can I see metadata in my files?
A file viewer usually shows only selected properties. Inspect the file itself for a fuller account, including embedded media and document history. Check the supported format and read the inspection report; what appears on the page or screen is not a complete account of the file’s contents.
Should I remove every field?
Decide what the recipient needs and what your record-keeping duties require. Removing a comment or tracked change affects content, so read the report and review the output before sending it. Some structures are needed for the file to work; check the format-specific limits rather than assuming every field should disappear.
What if a file cannot be verified?
Do not treat it as clean. Check the format-specific warning and retain the original. Review what could and could not be verified before deciding on another process or further review. A failed check does not support releasing a cleaned file or making a disclosure decision from its summary alone.
Does a clean file result decide whether disclosure is lawful?
No. A verified file result addresses supported file findings. Identity, scope, exemptions and the final disclosure decision remain with the responsible people. Review those issues separately from metadata removal, and keep any unresolved condition visible to the person deciding what the recipient should receive.