Metadata Extraction in eDiscovery: How File Format Can Make or Break Your Case

06 November 2025 by ROSS eDiscovery metadata file-format

Takeaway: In eDiscovery, metadata isn’t just technical jargon; it’s critical evidence. Metadata tells the story behind each file: who created it, when it was modified, and how it moved through systems. But here’s the problem: if your metadata doesn’t survive the transition into your eDiscovery platform, your entire case could be at risk. Let’s learn how to avoid costly mistakes with simple yet effective practices.

What is metadata, and why is it critical in eDiscovery?

Metadata is “data about data”. But in eDiscovery, it’s more than that; it’s digital proof. It provides context, authenticity, and a trail of actions that can support or undermine a legal claim.

Key Types of Metadata:

Custodial Metadata – Identifies who created, received, or stored the document.
System Metadata – Includes timestamps for file creation, access, and edits.
Application Metadata – Captures version history, editing details, and software-specific data.

In short, metadata can confirm timelines, validate evidence, and uncover connections you wouldn’t see just from the content. Lose it, and you lose strategic leverage.

How file format affects metadata extraction

Think of file format as the container that holds your metadata. Using the wrong container can cause data to leak or be corrupted, leaving you with an incomplete picture.

Here are four common file format pitfalls that can compromise metadata in eDiscovery:

1. Flattened PDF files

Scanning documents into PDF is fast, but it strips away original metadata. All you’re left with is the scan info, which is useless when you need to trace the file’s origin or history.

2. Improper email conversions

Emails contain rich metadata, including headers, time zones, IP addresses, and recipient data. Converting them to PDFs or Word files destroys most of that. Native formats like PST or MBOX are essential for email integrity.

3. Outdated or proprietary formats

Older or uncommon file types often don’t play well with modern eDiscovery tools. This mismatch can lead to incomplete extraction or corrupted metadata.

4. Poorly compressed files

If zipped incorrectly, compressed files can lose structure and metadata. Worse, they may not open at all in your review platform.

What’s at stake? Real risks of metadata loss

Losing metadata isn’t just a technical hiccup; it can derail your entire legal strategy.

Missing evidence: Without metadata, you may be unable to prove when a file was edited or who touched it.
Higher costs and delays: Reconstructing metadata manually is time-consuming and expensive.
Challenges to authenticity: Incomplete or inconsistent metadata can lead to disputes over document validity.
Lost insights: Metadata often uncovers patterns, connections, or timelines that aren’t obvious from content alone.

Case in point: Hoehl Family Foundation v. Roberts

In this case, the defendants produced documents with incomplete metadata after reorganizing files during litigation prep. The court found that this mishandling violated discovery rules and ordered them to re-produce documents with proper metadata.

Lesson: Courts take metadata seriously. Mishandling it can lead to sanctions, delays, and a damaged reputation, not to mention a weaker case.

5 ways to protect metadata in eDiscovery

You don’t need to be a tech expert to get this right. Just follow a few key practices:

1. Stick to native file formats: Preserve original formats whenever possible. For example, save emails as PST or MBOX, not as PDFs.

2. Use standardized processes: Whether you’re exporting, compressing, or converting files, follow industry protocols that keep metadata intact.

3. Validate before you upload: Before files hit your eDiscovery platform, check that all metadata is present, accurate, and readable.

4. Bring in experts: If your case involves complex data or legacy formats, work with experienced eDiscovery professionals who know how to handle it right.

5. Choose a robust eDiscovery platform: Use a platform designed to preserve, extract, and validate metadata across all common and uncommon file types. Look for features like: advanced metadata parsing, validation tools, and native file review capabilities.

Metadata: The unsung hero of eDiscovery

Metadata doesn’t make headlines, but it often wins (or loses) cases. It provides the detail, credibility, and clarity that modern legal teams rely on.

The good news? With the proper planning and technology, metadata loss is entirely avoidable.

So next time you prepare files for eDiscovery, ask yourself:

Are these files in their original format?
Will the metadata survive extraction?
Is my platform equipped to handle this?

If the answer is no, you’re risking costly setbacks. But if you’re proactive, you’ll gain efficiency, reduce risk, and build stronger cases—start to finish.

Ready to Eliminate Metadata Risk? Try GoldFynch

Our eDiscovery platform, GoldFynch, is built for precision. From advanced metadata extraction to seamless support for native file types, we help legal teams protect their data and stay ahead of discovery demands. Sign up for a free case and see how we can simplify and secure your eDiscovery process.

It costs just $27 a month for a 3 GB case: That is significantly less than most comparable software. With GoldFynch, you know what you’re paying for exactly – its pricing is simple and readily available on the website.
It’s easy to budget for. GoldFynch charges only for storage (processing is free). So, choose from a range of plans (3 GB to 150+ GB) and know upfront how much you’ll be paying. It takes just a few clicks to move from one plan to another, and billing is prorated – so you’ll pay only for the time you spend on any given plan. With legacy software, pricing is much less predictable.
It’s simple to use. Many eDiscovery applications take hours to master. GoldFynch takes minutes. It handles a lot of complex processing in the background, but what you see is minimal and intuitive. Just drag-and-drop your files into GoldFynch and you’re good to go. Plus, it’s designed, developed, and run by the same team. So you get prompt and reliable tech support.
It keeps you flexible. To build a defensible case, you need to be able to add and delete files freely. Many applications charge to process each file you upload, so you’ll be reluctant to let your case organically shrink and grow. And this stifles you. With GoldFynch, you get unlimited processing for free. So, on a 3 GB plan, you could add and delete 5 GB of data at no extra cost – as long as there’s only 3GB in your case at any point. And if you do cross 3GB, your plan upgrades automatically and you’ll be charged for only the time spent on each plan. That’s the beauty of prorated pricing.
Access it from anywhere. And 24/7. All your files are backed up and secure in the Cloud.

Want to learn more about GoldFynch?

Try GoldFynch for Free Schedule a Demo