WordPerfect for Windows text processing software, versions 6.1 and 7.0, have a feature that can reverse or undo editing actions. It not only restores the information, but places it in its original location. This Undo/Redo feature has a history file that can save the last 300 editing actions to a document. The actions or modifications can be of any size, as long as enough memory is available on the computer's hard drive. This Undo/Redo History feature has a default option to save the information contained in the history file as part of the document.

Saving the editing history with the document could pose a problem for Department of Energy (DOE) and DOE contractors when a classified or sensitive unclassified document is generated and transferred electronically, or saved to a disk and transferred. Classified or sensitive unclassified information presumed to be deleted from the final document may be recovered by the recipient by retrieving the Undo/Redo History of the document.

This concern is not applicable to Macintosh versions of WordPerfect, which does not have the Undo/Redo History File feature. Additionally, WordPerfect documents which are transferred or sent to Macintosh platforms, do not retain any portion of the history file.

When documents are created in WordPerfect 6.1 and 7.0, the user has an editing feature available to undo any changes made to a document, e.g., retrieving deleted information. The history file for these changes can be set to retain the last 300 actions. If no changes have been made to the history file feature, the WordPerfect default is set for the last ten actions. There is no size restriction on the modification, it can be as minor as deleting an extra return or as large as deleting an entire page.

The Undo/Redo History feature has a second option in addition to changing the number of undo/redo actions to be retained in the history file. This second option allows the undo/redo history to be saved with the document. Unless disabled, this option is active. This creates a concern for DOE and DOE contractors. Any document created in WordPerfect 6.1 or 7.0 could have the history file attached containing classified or sensitive unclassified information which appears to have been deleted.

For example, if a classified document is produced and the originator wants to create an unclassified version of the document by deleting the classified portions, this new unclassified version may retain the deleted portions in the Undo/Redo History file. Similarly, sensitive unclassified information also could be compromised.

When a WordPerfect document is attached to an electronic message, the document can be saved without deleting the associated history file. The document, along with the history file, can then be retrieved. The history file will only be deleted when the document is opened and saved on a computer without the option enabled.

The Undo/Redo feature can be very useful for retrieving information inadvertently deleted or modified. It is not necessary to relinquish this editing tool to protect against the inadvertent release of classified or sensitive unclassified information. We recommend DOE and DOE contractors disable the option to save the Undo/Redo History file to documents for all computer systems. Disabling this option will not automatically delete the history file from documents created with the option invoked.

In some cases, it may be necessary to save the Undo/Redo History file. For instance, if a large document is being prepared over a period of time, a user may want to enable the history saving feature to retrieve deleted information later determined to be essential. In this situation, we recommend that before the final document is released electronically, the option is disabled and the document is saved without the option selected.

Authorized classifiers also should be made aware of this option so that when a disk containing a classified document is being reviewed for classification prior to being transferred, the Undo/Redo History file can be reviewed to see if it contains any information. The information contained in the history file could potentially change the classification of the document.

People no longer deal solely with hard copy documents. Documents are now transmitted using electronic mail providing a savings on postage costs and increasing the speed of distributing information. DOE and DOE contractors use electronic mail extensively to transfer information to the Complex and need to be made aware of the inherent features of software applications they use to generate documents.

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Last Updated October 2001