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reuse old database: updating some records, ignoring(archiving?) so

Discussion in 'Information Technology' started by Kim near Seattle, Jul 28, 2006.

  1. Kim near Seattle

    Kim near Seattle
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    Guest

    I am the volunteer registrar for a community day camp. I have last year's
    database (created by someone else), complete with reports, etc., that I want
    to use this year. A significant number of our campers this year attended last
    year, so I would like to be able to simply update those records. I also need
    to add new records. But, I need to drop/ignore records from campers who
    aren't attending this year.

    From reading other threads, it sounds like I need to maybe archive all the
    records, then have a way to resuscitate and update records that will be live
    this year.

    Can anyone walk a total newbie through this? (I'm using Access 2000.)

    Also, will adding a way to separate dead and live records screw up the
    existing queries, reports, etc.?

    Thanks for any help you can offer.

    --Kim near Seattle
     
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  3. Lynn Trapp

    Lynn Trapp
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    Guest

    The BEST way to do this, Kim, is to add a field to your tables that
    designate the Date of the record and/or that mark the record as active or
    inactive.

    --
    Lynn Trapp
    MS Access MVP
    www.ltcomputerdesigns.com
    Access Security: www.ltcomputerdesigns.com/Security.htm
    Jeff Conrad's Access Junkie List:
    http://home.bendbroadband.com/conradsystems/accessjunkie.html



    "Kim near Seattle" <Kim near Seattle@discussions.microsoft.com> wrote in
    message news:644A1792-EE14-4AB2-9E94-39A898363544@microsoft.com...
    >I am the volunteer registrar for a community day camp. I have last year's
    > database (created by someone else), complete with reports, etc., that I
    > want
    > to use this year. A significant number of our campers this year attended
    > last
    > year, so I would like to be able to simply update those records. I also
    > need
    > to add new records. But, I need to drop/ignore records from campers who
    > aren't attending this year.
    >
    > From reading other threads, it sounds like I need to maybe archive all the
    > records, then have a way to resuscitate and update records that will be
    > live
    > this year.
    >
    > Can anyone walk a total newbie through this? (I'm using Access 2000.)
    >
    > Also, will adding a way to separate dead and live records screw up the
    > existing queries, reports, etc.?
    >
    > Thanks for any help you can offer.
    >
    > --Kim near Seattle
     
  4. Joseph Meehan

    Joseph Meehan
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    Guest

    Kim near Seattle wrote:
    > I am the volunteer registrar for a community day camp. I have last
    > year's database (created by someone else), complete with reports,
    > etc., that I want to use this year. A significant number of our
    > campers this year attended last year, so I would like to be able to
    > simply update those records. I also need to add new records. But, I
    > need to drop/ignore records from campers who aren't attending this
    > year.
    >
    > From reading other threads, it sounds like I need to maybe archive
    > all the records, then have a way to resuscitate and update records
    > that will be live this year.
    >
    > Can anyone walk a total newbie through this? (I'm using Access 2000.)
    >
    > Also, will adding a way to separate dead and live records screw up the
    > existing queries, reports, etc.?
    >
    > Thanks for any help you can offer.
    >
    > --Kim near Seattle


    There are a number of possible steps that may be needed depending on the
    existing table design. If it is well designed it will be very easy to roll
    over to the next year.

    Can you give us a list of the tables and the fields in each table that
    you current have?

    --
    Joseph Meehan

    Dia duit
     
  5. Kim near Seattle

    Kim near Seattle
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    Guest

    Re: reuse old database: updating some records, ignoring(archiving?

    "Joseph Meehan" wrote:
    > Can you give us a list of the tables and the fields in each table that
    > you current have?
    >

    ..
    I entered data for everyone on the same form (creating NameAddressTbl)--on
    that form, there were submenus/drop lists/etc. to create tables with add'l
    info, depending on types of people (adults, girl, boys, etc.), to specify
    t-shirt size, etc.

    tables
    AdultDataTbl (data needed for adult volunteers)
    NameAddressTbl (MAIN table: names, phone, address for ALL)
    RegGSTbl (data needed for all non-adults)
    T-shirt sizes
    T-shirt levels
    TypeCodeTbl

    fields on NameAddressTbl
    Index
    FirstName
    LastName
    PhoneHome
    PhoneWork
    PhoneCell
    Address
    City
    State
    County
    Zip
    E-mail
    Type (adult versus registered scout versus sibling)


    I can list the fields for the other tables, but they all are reached from
    within the form for the NameAddressTbl, so I wasn't sure if you'd need them.

    Thanks!

    --Kim
     
  6. Joseph Meehan

    Joseph Meehan
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    Guest

    Re: reuse old database: updating some records, ignoring(archiving?

    Kim near Seattle wrote:
    > "Joseph Meehan" wrote:
    >> Can you give us a list of the tables and the fields in each
    >> table that you current have?
    >>

    > .
    > I entered data for everyone on the same form (creating
    > NameAddressTbl)--on that form, there were submenus/drop lists/etc. to
    > create tables with add'l info, depending on types of people (adults,
    > girl, boys, etc.), to specify t-shirt size, etc.
    >
    > tables
    > AdultDataTbl (data needed for adult volunteers)
    > NameAddressTbl (MAIN table: names, phone, address for ALL)
    > RegGSTbl (data needed for all non-adults)
    > T-shirt sizes
    > T-shirt levels
    > TypeCodeTbl
    >
    > fields on NameAddressTbl
    > Index
    > FirstName
    > LastName
    > PhoneHome
    > PhoneWork
    > PhoneCell
    > Address
    > City
    > State
    > County
    > Zip
    > E-mail
    > Type (adult versus registered scout versus sibling)
    >
    >
    > I can list the fields for the other tables, but they all are reached
    > from within the form for the NameAddressTbl, so I wasn't sure if
    > you'd need them.


    Yes, I think that having that information from the other tables may be
    interesting.

    I am trying to figure out the design and data needs of the overall
    project. That will let me know how best to archive the data and what data
    to archive.

    >
    > Thanks!
    >
    > --Kim


    --
    Joseph Meehan

    Dia duit
     
  7. Larry Linson

    Larry Linson
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    Guest

    Re: reuse old database: updating some records, ignoring(archiving?

    "Kim near Seattle" wrote

    > I can list the fields for the other tables, but they all are reached from
    > within the form for the NameAddressTbl, so I wasn't sure if you'd need

    them.

    Access (and various database engines, including the default Jet database
    engine) is a relational database. Databases are "about" Tables, the data
    within them, and the Relationships between them. Forms are useful for
    displaying and editing data in the Tables, but they aren't what _defines_ a
    database application. That is the reason that Joseph needs the information
    about the other Tables.

    Larry Linson
    Microsoft Access MVP
     

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