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How do I archive records but not delete them?

Discussion in 'Information Technology' started by Tyneka, Oct 29, 2005.

  1. Tyneka

    Tyneka
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    Guest

    I have created a database that tracks my inventory of computers. At some
    point, I will turn in equipment for destruction but I would like to keep all
    equipment in the database just in case my drop off location loses the
    paperwork of the date and serial number of the items I turned in. How
    could I create a command button that would allow me to archive, but allow me
    to do a find on the records that have been turned in and keep my active
    records in the same database?
     
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  3. xRoachx

    xRoachx
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    Guest

    Hey Tyneka, there are several ways to do what you want so I will offer a
    simple solution:

    Add two column to the table labeled Active and InactiveDate. The values for
    the Active column are either Y or N. When a piece of equipment is no longer
    in use, use a form to change the Active status to N and enter the date it
    became inactive.

    This will keep historical records and active records in the database for
    you. Also, when you do your reporting, you only have to add one more criteria
    to the query.

    "Tyneka" wrote:

    > I have created a database that tracks my inventory of computers. At some
    > point, I will turn in equipment for destruction but I would like to keep all
    > equipment in the database just in case my drop off location loses the
    > paperwork of the date and serial number of the items I turned in. How
    > could I create a command button that would allow me to archive, but allow me
    > to do a find on the records that have been turned in and keep my active
    > records in the same database?
     
  4. Rick B

    Rick B
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    Guest

    Even simpler, just include the date. No need for the Y/N field. In your
    queries you can simply filter for entries with or without that date.



    --
    Rick B



    "xRoachx" <xRoachx@discussions.microsoft.com> wrote in message
    news:F5DC0394-A507-41A6-85FF-9B71AE3EC683@microsoft.com...
    > Hey Tyneka, there are several ways to do what you want so I will offer a
    > simple solution:
    >
    > Add two column to the table labeled Active and InactiveDate. The values
    > for
    > the Active column are either Y or N. When a piece of equipment is no
    > longer
    > in use, use a form to change the Active status to N and enter the date it
    > became inactive.
    >
    > This will keep historical records and active records in the database for
    > you. Also, when you do your reporting, you only have to add one more
    > criteria
    > to the query.
    >
    > "Tyneka" wrote:
    >
    >> I have created a database that tracks my inventory of computers. At some
    >> point, I will turn in equipment for destruction but I would like to keep
    >> all
    >> equipment in the database just in case my drop off location loses the
    >> paperwork of the date and serial number of the items I turned in. How
    >> could I create a command button that would allow me to archive, but allow
    >> me
    >> to do a find on the records that have been turned in and keep my active
    >> records in the same database?
     

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