In today’s world, data is everywhere. From emails and text messages to cloud-based documents and social media posts, the sheer volume of information generated in our personal lives and in business each day is staggering. But in the realm of eDiscovery—where this data becomes evidence—one crucial element is often overlooked by the uninitiated: metadata.
Metadata is often referred to as “data about data,” and it plays a pivotal role in modern litigation, regulatory investigations, and compliance checks. Its importance stems from its ability to provide a wealth of contextual information that goes beyond the content itself, offering a more precise and comprehensive understanding of the evidence.
With records increasingly being “born digital” and digitizing important physical records being a common practice, records managers must be well-versed in metadata applications. Continue reading to learn about the importance of metadata when it comes to eDiscovery.
Metadata is essentially the hidden layer of information embedded within digital files. Think of it as the digital fingerprint for all electronically stored information (ESI). It includes details like:
Metadata is invaluable because it validates the authenticity of evidence and reveals insights that may not be evident from the file’s content alone. For example:
Metadata plays a critical role in industries far beyond the legal sector. While the prominence of metadata in eDiscovery is most closely associated with legal proceedings, the insight and context metadata provides are invaluable across a variety of industries.
For records managers and information governance professionals, metadata may hold the key to proving electronic record-keeping compliance during an audit, no matter what the industry. Here’s a closer look at how metadata influences industries outside the legal realm:
Don’t miss this upcoming webinar, co-hosted by ARMA and Access, designed to give you the tools and insights you need to elevate your Information Governance (IG) program.
Streamlined and controlled metadata collection ensures defensible processes while reducing significant legal, financial, and operational risks.
Mishandling metadata—whether through poor collection processes or self-collection by custodians—risks spoliation, an irreversible loss that can result in legal sanctions, fines, or exclusion of critical evidence. To ensure ESI has accurate, complete, and defensible metadata attached to it, never ask employees or custodians to self-collect. Instead, rely on technology to defensibly collect metadata and implement these best practices:
Most importantly, records managers, information governance professionals, and eDiscovery teams need to collaborate on metadata policies and practices to protect the organization’s ESI properly.
It’s easy to see that metadata serves as the backbone of data governance, authenticity, and compliance. While its role in eDiscovery is pivotal for legal professionals, its broader application across industries proves that metadata is not just a technical necessity but an important strategic asset. As organizations continue converting paper documents into electronic formats, the role of metadata in eDiscovery is only set to expand.
Whether you’re new to this conversion process or a seasoned pro, our eBook, Going Paperless? Avoiding the Legal Pitfalls of Digitization may help you untangle the requirements for electronic recordkeeping while you apply metadata to ensure defensible processes.
Share