Microsoft Office Metadata - Built-in Document Properties

Built-in document properties contain information about a document that describes or identifies it in some way. Built-in document properties are stored in the document and are not apart of the author’s content. They include information such as title, author name, subject, and creation date that identify the document's subject matter or contents. Unlike custom document properties, Built-in document properties cannot be deleted and in some cases (i.e., Print date) cannot be changed.

Built-in document properties can be valuable for document identification for later use. For instance, built-in document properties can be used to search for specific documents based on their properties.

Two Types Of Built-In Document Properties

Microsoft Word, Excel and PowerPoint (2003 and 2007) have Built-in document properties that can be viewed and in most cases changed. In those cases where the Built-in document properties cannot be changed you must be aware of  their potential metadata risk. The Built-in document properties that can be changed are referred to as Standard Properties and those that cannot be changed are referred to as Auto Update properties.

Built-In Document Properties Characteristic Matrix

View (or Change) The Built-In Document Properties For The Current Document

Word, Excel and PowerPoint Office 2003

1. On the File menu, click Properties.
2. Click the General tab to view file information Auto Update built-in document properties.
3. Click the Summary tab to view Standard Built-in document properties.
   Note: These properties can be changed or deleted.
4. Click the Statistics tab to view statistical Auto Update Built-in document properties.

Word, Excel and PowerPoint Office 2007

1. Click the Microsoft Office Button , point to Prepare, and then click Properties.
2. In the Document Information Panel, click the arrow next to Document Properties to select the set of properties that you want to view or change (for example, Advanced Properties).

Managing Built-In Document Properties Metadata to Mitigate Metadata Risk

Built-in document properties are part of the Microsoft Office document and are very important to be aware of (metadata risk), because the Standard built-in document properties (and the Print date) stay with the document. When the document is “duped and revised” (File…Save As) the Standard built-in document properties from the previous document are retained in the new document. It is important to either change the document Standard property values or delete them when using the same document to dupe and revise.

To change  the Standard Document Properties follow the steps above for viewing.

Figure 1 General Built-in document properties

Figure 2 Summary Built-in document properties

Figure 3 Statistics Built-in document properties

Using Metadata Management Software to View and Manage Built-In Document Properties

It can be a daunting task for the user to edit or delete the document properties in the current document or even to remember to do so. We prefer to use Esquire Innovations iScrub metadata management tool to manage a document’s Built-in document properties. With iScrub, you can “view” the Built-in document properties (see Figure 4) and create a metadata report from this view.

Figure 4