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Importing password-protected PDF files into NVivo
PDF files can be secured with a Document Open password. When a Document Open password
is set, the PDF can only be opened in Adobe Reader with the correct password. You will also be
prompted to enter this password when you import the document into NVivo. If you do not know
the password, you cannot import the document.
To check the security settings of a PDF file:
1. Open the PDF file in Adobe Reader.
2. On the File menu, click Properties, and then click on the Security tab.
3. On the Security tab, click Show Details.
The Document Security settings are displayed.
Scanning documents and optical character recognition (OCR)
Many scanners create PDF files by default. You may decide to scan a large volume of
documents, with the intention of importing the output PDF files into NVivo. However, before
you start scanning documents, you should consider whether you want to use OCR to convert the
scanned images into editable text. If you do not use OCR, then the scanner will create image-only
PDFs, and you will not be able to code or work with the individual text characters in NVivo.
Some scanners are sold with ‘bundled’ OCR software or you can purchase the software
separately.
If you use OCR software you can:
• Save the output to a variety of file formats, including text-based PDF files.
• Choose to exclude certain portions of the document from the OCR process (for example, the
headers and footers, or the table of contents).
• Edit the output before you import it into NVivo.
Because OCR recognition rates vary, it is important to make sure you are satisfied with the
results before you start scanning large numbers of documents and importing them into NVivo.
OCR technology works best with typewritten, laser printed or typeset text. Neat hand-written text
may be recognized reasonably well, but OCR tools cannot handle cursive (joined) writing.
OCR software can also be used to convert existing image-only PDF files into editable text files.
OCR can give very good results, but is dependent on the:
• Print quality of the original document
• Quality of the scanning
• Legibility of any handwriting in the document