Using Access 2K2 to centralize an organizations file system - Requesting Comments

[Mike Webb]

I am fairly new in my present job at a non-profit. I have observed that,
while the staff is not anti-application, they rely too much (my opinion) on
paper. We have many boxes in closets and the attic of files from past
years, and 5 4-drawer file cabinets to handle current year paper. I believe
there is a better way.

I would like to digitize all incoming and outgoing correspondence using a
scanner and then organize it in a database with a user interface (form) for
rapid retrieval. I realize there is a need to have SOME paper files, so
will plan for that. I am also thinking I may have to scale back my idea to
just the previous years data rather than including the current year - to
prevent rebellion from the staff at such a "radical" change.

What I'd like to know is: Can a beginner in Access do this on his/her own?
I regularly peruse several Access newsgroups, visit Access tips-n-tricks,
and advice websites, and try to understand the behind-the-scenes VB and SQL
in the Access Northwinds sample database. I'm learning, but know I have
huge gaps in what I need to know. I plan to buy an Access book or two to
explain VBA and SQL in Access as I just don't quite get it from the MS
Access Help menu.
I'd like to think that I can manage a file system through Access and create
a user interface for user to query for what they want, but feel I should ask
the readers of this forum for their opinions; am I biting off more than I
should?

TIA for any and all comments/advice,
Mike

 

[John Vinson]

What I'd like to know is: Can a beginner in Access do this on his/her own?

This is a MASSIVE and difficult job. Check out the prices of
commercial document-management software. There are good reasons that
their cost runs to six or seven figures.

The good thing about Access, though, is that it is modular. You can
start simple and then build (if you have a good basic design so you
don't paint yourself into a corner). By all means, start with a
database to, say, just keep track of correspondance... but if you try
for the whole megillah as your starting point, you'll find yourself
very frustrated, and your coworkers even more so!

Good luck, and don't hesitate to come back here for help!

 

[Mike Webb]

Thanks, I appreciate your feedback. It DOES seem daunting. I am willing to
take it on, thought, as we are rapidly running into a physical storage
problem. I haven't looked at commercial products as we are a non-profit and
(of course) money is tight.

I think you are very correct; I need to start off small. I can always scale
it upwards as I gain experience with Access.

Mike

 

[GVaught]

I would also read up on the following topics.
Normalization
Referential Integrity
Entity Integrity
Relational Databases

Becoming familiar with these topics and understanding how they relate to
creating a database will also help you in the long run.