Document Storage and Sharing


Removing Metadata from Word Documents & PDFs

What Metadata Is and Why It Matters

Metadata is hidden information stored within files — like author names, document history, comments, tracked changes, revision dates, and even location data. It can reveal sensitive details unintentionally and should always be removed before sharing documents externally.

Common Metadata Found in Files Microsoft Word Documents (.docx)

PDF Files:

How to Remove Metadata in Microsoft Word

Option 1: Use the Document Inspector (Windows desktop version)

  1. Open the document in Word.
  2. Click File → Info.
  3. In the right-hand panel, click Check for Issues → Inspect Document.
  4. In the Document Inspector window, check all the boxes (especially Comments, Revisions, Versions, and Annotations).
  5. Click Inspect.
  6. Review the results, then click Remove All next to each category you want to delete.
  7. Click Close, then Save As to create a clean version for sharing.

Option 2: For Word on Mac

  1. Open your document.
  2. From the Tools menu, select Protect Document.
  3. Check the box labeled Remove personal information from this file on save.
  4. Save the document. This strips identifying metadata automatically.

Option 3: Manual Cleanup (All Versions)

How to Remove Metadata from PDFs Using Adobe Acrobat

  1. Open the PDF.
  2. Go to File → Properties → Description and clear all fields.
  3. Then go to Tools → Redact → Remove Hidden Information.
  4. Check all boxes (comments, metadata, file attachments, etc.) and click Remove.
  5. Save the sanitized version under a new file name.

Removing Metadata from Google Docs (Before Downloading as Word Files)

When downloaded as Word (.docx) files, Google Docs can retain:

Best Practices Before Downloading Option 1: Create a Clean Copy

  1. Click File → Make a copy in Google Docs.
  2. In the new copy: o Delete all comments and suggestions (Tools → Review suggested edits → Accept all). o Remove all collaborators (Share → Remove access). o Ensure your name/email are removed from the document title and content.
  3. Download as Microsoft Word (.docx).
  4. Open the file in Word and run the Document Inspector (see Section 3 above).

Option 2: Export as PDF

  1. Click File → Download → PDF Document (.pdf).
  2. Most collaborative metadata will be stripped automatically.
  3. Use Adobe Acrobat’s “Remove Hidden Information” or BleachBit/ExifTool for a final clean.

For Highly Sensitive Documents

Automation for Google Workspace Admins

Organizational Best Practices

When in Doubt

If a file contains sensitive content (e.g., internal strategy, donor data, or legal documents), sanitize it twice — once in its native format and again after conversion to PDF. For highly sensitive reports, share only through encrypted channels like Tresorit or Signal.

Using Tresorit for file storage and editing

For organizations handling highly sensitive information where security outweighs convenience concerns, Tresorit provides privacy and security that mainstream providers cannot match. However, teams requiring extensive real-time collaboration may need to supplement with other tools or accept Tresorit's limitations, developing a policy dictating when to store data on Tresorit rather than on other systems, i.e. Google Drive.

What is Tresorit?

Tresorit is a secure cloud storage service based in Switzerland that uses end-to-end encryption and zero-knowledge authentication to ensure a very high level of security. As a Swiss company, Tresorit cannot be compelled to participate in mass surveillance by US or EU intelligence agencies.

How It Works

End-to-End Encryption: Your files are encrypted on your device and never decrypted until they reach your intended recipient - only you and anyone you authorize can decrypt the files. Tresorit uses AES-256, one of the most secure symmetric encryption standards available.

Zero-Knowledge: Tresorit doesn't store passwords or have access to unencrypted data. This means that even if Tresorit gets hacked or authorities demand your information, there's nothing to find on their servers.

Data Storage & Jurisdiction

Key Differences from Google Drive

Feature Google Drive Tresorit
Encryption Data on servers is not end-to-end encrypted, Google can decrypt End-to-end encryption - files never decrypted on servers, only users can decrypt
Access by Provider Google can access file content for various business purposes or to respond to a law enforcement request Zero-knowledge - Tresorit cannot access your data
Government Requests Must comply with U.S. government data requests, often with gag orders Swiss jurisdiction protects against mass surveillance requests
Real-time Collaboration Built-in document editing and collaboration Primarily secure storage and sharing. But users can edit shared documents using Tresorit Drive on their local machines, with documents set to read-only while others are editing.

Tresorit Sharing & Collaboration Features for Teams

Advanced Security Features

Team Collaboration

Implementation Recommendations

Desktop Collaboration Strategy

  1. Use Tresorit Drive for teams that prefer working in local documents rather than web interfaces
  2. Implement Folder Structure with clear permission hierarchies for different materials
  3. Leverage Cooperative Links for external collaboration without requiring accounts
  4. Determine Storage Policies for sensitive documents that need to be stored and shared in Tresorit, rather than in Google Drive

Best Practices for Safely Sharing Google Docs

These guidelines help you use Google Drive strategically, balancing collaboration needs with data protection and security awareness. Adapt these practices based on your organization's risk level, document sensitivity, and compliance requirements.

Before You Share: Document Classification

Ask yourself first:

Document Sensitivity Levels:

Sharing Permission Levels: Choose Wisely

Google Docs offers three permission levels: viewer, commenter, and editor. Use the most restrictive option that still allows necessary work:

Viewer (Read-only)

Commenter

Editor (Full Access)

The "Anyone with the Link" Trap

Never use "Anyone with the link" for sensitive documents. This setting makes your document accessible to anyone who obtains the URL—through forwarded emails, shared screenshots, or accidental posting.

Instead:

Exception: Public documents like published reports can use "Anyone with the link" with "Viewer" permissions.

Access Audits: Regular Maintenance

Set a recurring calendar reminder to review document access:

Quarterly Reviews:

  1. Open important documents
  2. Click "Share" button
  3. Review the list of people with access
  4. Remove anyone who no longer needs access (former staff, completed projects, external consultants)

Immediate Removal When:

Advanced Security Settings (for owners of documents)

Enable "Prevent viewers from downloading":

Restrict sharing abilities:

Secure Sharing Workflow

For External Partners:

  1. Create a "clean" version with sensitive details removed
  2. Share with "Commenter" access initially
  3. Set calendar reminder to revoke access when project ends
  4. If extensive collaboration needed, consider other platforms (see "Alternatives" below)

For Internal Teams:

  1. Create shared folders with appropriate team permissions
  2. Store sensitive documents in restricted folders
  3. Use clear naming conventions indicating sensitivity level
  4. Document your organization's folder structure

Communication Security

Don't share sensitive documents via:

Instead:

What Google Can Access

Important Reality Check:

Google can access the content of your documents. While Google Drive offers encryption "at rest" and "in transit," it is not end-to-end encrypted. This means:

For truly sensitive materials (legal strategy, whistleblower information, highly confidential donor data), use end-to-end encrypted platforms like Tresorit instead of Google Docs.

When NOT to Use Google Docs

Switch to more secure alternatives when:

Secure Alternatives:

Red Flags: Signs of Compromised Documents

Watch for:

If you suspect compromise:

  1. Immediately revoke all sharing
  2. Change your Google account password
  3. Enable 2-factor authentication if not already active
  4. Review recent account activity (myaccount.google.com/security)
  5. Contact K'lal or your IT support for incident response guidance

Best Practices for Preventing Unauthorized Document Capture and Access

The Reality

Unfortunately, there's no foolproof technical solution to prevent screenshots. If someone can view a document on their screen, they can potentially capture it through:

Practical Limitations

Prevention Through Access Control Rather than trying to block screenshots, focus on:

  1. Minimize Exposure: Don't share sensitive documents digitally unless absolutely necessary
  2. Control Who Has Access: Use role-based permissions (Managers, Editors, Viewers)
  3. Create Audit Trails: Enable access logs so you know who viewed what and when
  4. Use Secure Platforms: Store highly sensitive documents in end-to-end encrypted services like Tresorit rather than general cloud drives
  5. Implement Data Classification: Classify documents by sensitivity level and apply appropriate security measures

Detection Over Prevention Since you can't fully prevent screenshots, focus on detection:

Technical Controls

Document Watermarking

Access Controls & Monitoring

Secure Document Sharing & Retention Framework

This framework provides actionable guidance for managing document sharing, permissions, and offboarding in Google Workspace and Microsoft 365 environments.

Part 1: Core Principles

Least Privilege Access

Give users the minimum permissions needed to do their work. Default to restrictive permissions and grant additional access only when justified.

Regular Permission Audits

Access requirements change as projects evolve and staff transitions occur. Quarterly reviews prevent permission creep and orphaned access.

Clear Ownership

Every shared resource needs a designated owner responsible for managing access and ensuring appropriate use.

Data Classification

Not all information requires the same protection. Classify data by sensitivity (Low, Medium, High) to apply appropriate controls.

Retention by Purpose

Keep data only as long as it serves organizational needs or legal requirements. Unnecessary data creates liability.

Part 2: Data Classification Framework

Public Information

Definition: Already published or intended for public consumption
Examples: Press releases, published reports, public event information
Sharing: Can be shared widely with "anyone with the link"
Storage: Standard organizational drives
Retention: Permanent archive appropriate

Internal Information

Definition: Not sensitive but intended only for organizational use
Examples: General staff communications, non-confidential meeting notes, internal newsletters
Sharing: Organization-only; no external sharing
Storage: Organizational shared drives
Retention: 3-7 years typical

Confidential Information

Definition: Sensitive information requiring protection
Examples: Strategic plans, donor information, financial records, personnel files, legal documents
Sharing: Named individuals only; explicit approval for external sharing
Storage: Restricted folders with audit logging
Retention: Varies by type; often 7+ years

Highly Sensitive Information

Definition: Information that could cause significant harm if disclosed
Examples: Legal strategy, sensitive external communications, information about vulnerable individuals
Sharing: Extremely limited; requires executive approval for any sharing
Storage: Encrypted cloud storage (Tresorit) or encrypted local storage
Retention: Minimum necessary; destroy when no longer required

Part 3: Permission Management

Google Workspace Permission Levels

Viewer

Commenter

Editor

Owner (Google-specific)

Microsoft 365 Permission Levels

Read

Edit

Full Control (SharePoint)

Permission Best Practices

Default to "Specific People" Never use "anyone with the link" for anything beyond public information. Even for internal documents, explicitly name users or groups.

Consider Using Groups, Not Individual Accounts Create groups for recurring access needs:

This simplifies management when people join or leave roles.

Time-Limited Access for External Collaborators When granting access to external partners:

Avoid Editor Rights to External Parties External collaborators should rarely need editing rights. Use comment access and have internal staff make approved changes.

Regular Permission Audits Quarterly, review:

Part 4: Sharing Workflows

Internal Sharing (Google Workspace)

For Individual Documents:

  1. Open sharing settings
  2. Select "Restricted" (not "Anyone with the link")
  3. Add specific people or groups
  4. Choose appropriate permission level
  5. Uncheck "Notify people" if you'll inform them separately
  6. Document the share in your records if sharing confidential information

For Shared Drives:

  1. Use Shared Drives (not "My Drive") for team collaboration
  2. Assign team members to the Shared Drive with appropriate roles
  3. Set default permissions at the drive level
  4. Individual files inherit drive permissions unless specifically overridden

For Folders:

  1. Share the folder, not individual files when possible
  2. Use consistent permission structure
  3. Name folders clearly to indicate sensitivity level
  4. Include a README file explaining the folder's purpose and access requirements

Internal Sharing (Microsoft 365)

For SharePoint Sites:

  1. Use SharePoint sites for department/project collaboration
  2. Assign users to appropriate SharePoint groups (Members, Visitors, Owners)
  3. Site-level permissions cascade to libraries and files
  4. Use sensitivity labels to enforce encryption on confidential content

For OneDrive:

  1. Use OneDrive for personal working files, not organizational documents
  2. Move files to SharePoint when they need team access
  3. Avoid long-term storage of organizational content in personal OneDrive

For Teams:

  1. Each Team has an underlying SharePoint site
  2. Files shared in Teams channels are stored in SharePoint
  3. Team owners manage member access
  4. External guest access requires explicit enablement

External Sharing

Risk Assessment First Before sharing anything externally:

Google Workspace External Sharing:

  1. Prefer "Commenter" or "Viewer" access
  2. Monitor access through activity logs
  3. Revoke access when collaboration ends

Microsoft 365 External Sharing:

  1. Use sensitivity labels to control what can be shared externally
  2. Require expiration for guest access
  3. Use "Anyone" links only for truly public information
  4. Set organizational policies blocking external sharing of confidential content

Alternative: Secure Sharing Platforms For highly sensitive materials, consider:

Part 5: Offboarding Procedures

30 Days Before Departure (If Possible)

Document Ownership Transfer

Knowledge Transfer

Day of Departure

Immediate Actions:

Google Workspace:

  1. Transfer ownership of critical documents immediately
  2. Remove from all organizational groups
  3. Convert account to suspended (not deleted yet)
  4. Review and revoke external shares made by user
  5. Set email forwarding to appropriate staff member (if approved)
  6. Document the account status

Microsoft 365:

  1. Transfer ownership of critical SharePoint content
  2. Remove from all Microsoft 365 groups and Teams
  3. Revoke active sessions
  4. Block user sign-in (don't delete yet)
  5. Set email forwarding (if approved)
  6. Convert mailbox to shared mailbox if retention needed
  7. Document account status