Visual Basic Programmer

Microsoft Access Database Programmer

Microsoft Access Audit Checklist

One of the most neglected areas of privately owned company vulnerability lies in the security of computer-based information systems. The larger corporations can afford to have adequate security – but small companies, with limited resources, often do not.

The popular Microsoft Access has spawned many administrative systems. Nowadays disc drives and networks are inherently stable – leading to a feeling of misplaced comfort. Few financial officers are aware that just a flicker of the power can cause a complete loss of data – and may threaten the viability of the company.

The Microsoft Access "Compact and Repair Database" facility may overcome the problems caused by a crash. Relinking the Back-End Database may also help. But often, depending upon the extent of the internal corruption, recovery may be impossible.

A major cause of data corruption

After user activity, the Front-End and Back-End Databases swell up in size. After many months they may grow to more than double, if compaction is not regularly carried out. And if a Microsoft Access Database has not been compacted for some time, the likelihood of an irrecoverable crash is greatly increased.

The Audit Checklist

The solution to the problem is straightforward:

• Set all the Front-End Databases to automatically compact on exit.
• Make a Backup of the Back-End Database on a regular basis.
• The Backup must be stored off-site.
• The Back-End Database must be compacted once a week.
• Regularly test that the Access Database can be recovered from the Backup.

Without these steps, a company will be at financial risk.

How much Downtime can you afford?

The frequency of the Backup is dependent on the cost and inconvenience of re-entering data since the last Backup. If a Backup is done daily, then on a crash, the maximum of a whole day's work will need to be redone.

If re-entry of data is not practicable, then a conversion of the Back-End Database to SQL Server will become necessary. SQL Server will guarantee that no data will be lost.