Archive old records

[Guest]

I have created a database that tracks phone calls. At some point, the older
calls will be unnecessary & could be "archived" into another database. How
could I create a command button that would allow the user to select all calls
based on a date range & put them into another database somewhere? Then, how
could I create a command button that would allow them to open the archived
database? This is a database that has been split & the tables sit on a
server, while the front end is on 3 different PCs. I am envisioning
something along the lines of how Outlook archives old messages. Any
suggestions?

 

[Joseph Meehan]

I have created a database that tracks phone calls. At some point, the
older calls will be unnecessary & could be "archived" into another
database. How could I create a command button that would allow the
user to select all calls based on a date range & put them into
another database somewhere? Then, how could I create a command
button that would allow them to open the archived database? This is
a database that has been split & the tables sit on a server, while
the front end is on 3 different PCs. I am envisioning something
along the lines of how Outlook archives old messages. Any
suggestions?

No real need to archive, unless you get a lot of telephone calls.
Access can grow to at least 1 gig in size, and any reasonable number of
phone calls over many years would not slow up Access. It normally is better
to keep them in the original table.

To archive, if you really want to, I would start by just making a copy
of your current file, and that will be your archive. Then delete the files
in the original that you no longer wish to have direct access to. After
deleting just do a compact to actually remove those records as deleting them
does not really remove them from the file. Next year you can use an append
query in the archive database based on the table in the working database by
linking to that table. If you have a unique field as a primary key, that
will prevent duplicates.