Archieving

[Janean C.]

I've got an access database for tracking employee HR information. The
database is getting large because I haven't figured out how to archieve the
termed employees. I want to keep the data but would like to remove it from
the main database. Is there a way to archieve the terminated employees.

 

[KARL DEWEY]

The best way is to add an Archive field thet is Yes/No datatype.
Then in your queries for current employees use criteria of 0 (Zero). Use
criteria of -1 (Minus one) for archived records.

 

[Janean C.]

Then do you setup a new table for the archieved data?

 

[Arvin Meyer [MVP]]

You can, but I find it simpler to just copy the entire database after I have
compacted it and date it like: Data111408.mdb, then I store it somewhere on
the server where it will be regularly backed up, but be basically
unavailable (for security reasons) to everyone.

I then return to the main database and delete all the junk I no longer want,
and compact it.

 

[KARL DEWEY]

No. The Yes/No field separates the data in your queries but retains all
records in a single table in case you need current and historical data in the
same query.