Microsoft Word Track Changes

Track Changes contain hidden data and information outside of the actual content, such as deleted text, revision authors, and system date information. When these files containing tracked changes are shared outside of the firm, there may be a high risk of unintentional disclosure of private information (metadata risk).

Word's tracked changes contain three areas of metadata, and if not managed properly, these can pose a risk for firms.

Track Changes Metadata

1. Tracked change text in the document
2. Author names associated with each tracked change
3. Date and Time each tracked change was made

Document Text Containing Track Changes

You need to be are aware of tracked changes in your document, because tracked changes should only be a part of an intentional revision process with a client or associate. It's when tracked changes are unintentionally left in the document that they become a metadata risk.

Author Names Associated with Track Changes

Word keeps a record of all authors who have revised a document or added comments.  In Figure 1, there are 13 authors who have revised this document or have added comments.

Figure 1 Reviewing Toolbar showing all Reviewers

How To Surpess Author Names

To surpress author names from being recorded, select Remove Personal Information under the Tools…Options…Security tab (see Figure 2).  When this is selected, author names are changed to a single name, which is Author.

Figure 2 Tools Options Security Tab

Date and Time Associated with Track Changes

Word tracks changes made to the document with the date and time. (see Figure 3).  To prevent date and time from being recorded with your changes, select Remove Personal Information in the Tools…Options…Security tab (see Figure 2).  This setting will also remove author names.

Figure 3 Track Change showing the date and time