Metadata Handling During File Conversion

Learn how to manage file metadata—hidden information that can pose security risks or provide valuable context—during format conversion.

What is File Metadata?

Metadata is "data about data"—information embedded within files that describes the content, author, creation details, and edit history. While useful for organization, metadata can inadvertently expose sensitive information.

Useful Metadata
  • Photo capture date and location
  • Camera settings (ISO, shutter speed)
  • Document creation timestamp
  • File size and dimensions
  • Copyright and licensing info
Risky Metadata
  • Author names and organizations
  • Edit history and comments
  • GPS coordinates (photos)
  • Internal file paths
  • Track changes and revisions

Metadata by File Type

EXIF (Exchangeable Image File)
  • Camera make and model
  • Date/time captured
  • GPS location (if enabled)
  • Exposure settings (ISO, aperture, shutter speed)
  • Image orientation
  • Thumbnail image
IPTC/XMP
  • Copyright information
  • Creator/photographer name
  • Keywords and descriptions
  • Location information
  • Licensing details

Privacy Risk: GPS coordinates in photos reveal exact location where photo was taken.

Common Document Metadata:
  • Author: Document creator's name
  • Organization: Company or institution
  • Creation/Modification dates: When document was created/edited
  • Revision history: Number of editing sessions
  • Total editing time: How long spent editing
  • Template used: Document template name
  • Hidden text: Comments, track changes, hidden sheets
  • File paths: Internal document references

Real-World Risk: In 2003, British intelligence documents revealed internal file paths and author names via metadata, causing a major scandal.

Video File Metadata:
  • Camera/device model
  • Recording date and time
  • GPS location (mobile devices)
  • Video codec and bitrate
  • Frame rate and resolution
  • Audio codec information
  • Copyright and creator info

Common Audio Tags:
  • Song title and artist
  • Album and year
  • Genre and track number
  • Album artwork (embedded image)
  • Lyrics and comments
  • Encoding software

Metadata Security Risks

Privacy Exposure
  • Home address revealed via GPS
  • Personal phone number in contact info
  • Work schedules from timestamps
  • Travel patterns from photo locations
Business Risks
  • Internal org structure revealed
  • Confidential author names exposed
  • Draft versions and edits visible
  • Proprietary processes in file paths
Legal Risks
  • E-discovery of deleted content
  • Audit trails in edit history
  • Timestamps contradict claims
  • Hidden comments become evidence
Compliance Violations
  • GDPR personal data in metadata
  • HIPAA patient info leaks
  • Export control violations
  • Retention policy breaches

Metadata Handling Strategies

Strategy When to Use Pros Cons
Preserve All Archival, legal holds, professional photography Complete information retained Privacy and security risks
Strip All Public sharing, anonymization, security-sensitive Maximum privacy protection Lose useful information
Selective Removal Most business use cases Balance utility and privacy Requires careful configuration
Replace/Sanitize Rebranding, client deliverables Control what metadata shows Manual effort required

Metadata During File Conversion

What happens to metadata when you convert between formats:

Typically Preserved:
  • JPG → PNG: EXIF usually preserved
  • DOCX → PDF: Author and dates often preserved
  • MOV → MP4: Creation date and location
  • Same-family conversions (Office formats)
Often Stripped:
  • DOCX → TXT: All metadata lost (plain text)
  • HEIC → JPG: May lose some Apple-specific data
  • XLSX → CSV: Formatting and metadata stripped
  • Cross-platform conversions

Best Practices for Metadata Management

Do's
  • Review metadata before sharing externally
  • Strip GPS data from photos before posting
  • Remove comments/track changes from documents
  • Use "Save As" to create clean copies
  • Establish metadata handling policies
  • Train staff on metadata risks
Don'ts
  • Don't assume metadata is invisible
  • Don't share originals externally
  • Don't forget hidden sheets/comments
  • Don't ignore compliance requirements
  • Don't trust "delete" to remove metadata
  • Don't upload photos with GPS to public sites

Tools for Viewing & Removing Metadata

Windows

Right-click → Properties → Details tab → "Remove Properties and Personal Information"

macOS

Preview → Tools → Show Inspector (⌘I) → More Info tab

Command Line

ExifTool (cross-platform) for comprehensive metadata management

BatchMorph Metadata Handling

BatchMorph provides flexible metadata handling during conversion:

  • Smart Preservation (Default): Preserves useful metadata (timestamps, dimensions) while stripping sensitive data (GPS, author info)
  • Complete Stripping: Available for privacy-sensitive conversions (removes all metadata)
  • Full Preservation: Option to retain all metadata for archival purposes
  • No Logging: Metadata is never logged or stored on our servers
  • Automatic Deletion: Converted files deleted after 24 hours

Convert with Privacy

BatchMorph handles metadata intelligently, protecting your privacy while preserving useful information.

Start Secure Conversion