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Hidden information and metadata
All electronic documents contain so called hidden information or metadata, which refers to the name and/or initials of the owner of the computer where the document was created, when the document was last saved or opened, what the name of the computer and the file properties are as well as the names of previous authors.
How to remove metadata
In Microsoft Word 2003 depending on the format of the file - .doc, .xls, .ppt, etc. - there are different ways to remove the metadata:
a) Automatically when saving the document:
- Choose Tools|Security Options
- In the Security dialog box that appears, check the Remove personal information from files properties on save box
- Click OK
b) Manually:
- Choose Tools|Options
- Click the User Information tab
- Some edit boxes appear containing information such as your Name, Initials and Mailing Address
- In order to delete this information or not to include it in your documents, enter non-identifying strings or spaces in the edit boxes
- Click OK to save the changes
For more information on how to remove other types of hidden information in files go to http://support.microsoft.com/kb/825576/EN-US/.
Why is this information important for translators and translation teachers?
It is very important for translators and translation agencies to be aware that, when providing electronic documents to their clients, they may be providing more information than necessary. For example, if a translation company delivers a translation in electronic format that has been in turn delivered by a freelance translator without deleting the hidden information in the document, the client could easily find out the name of the freelancer and contact him/her directly for the next translation task.