How can I check the database as each record is completed and reje.

[Guest]

have developed a soon to be LARGE database (currently 5500 records projected
to grow to about 60,000 by End of Sept 05) in MS ACCESS. I have two people
inputting the data. My question is: How can I check the database as each
record is completed and reject any duplicate records? I want to maintain the
cleanest DB as possible (I know it will be a lot of work).

 

[Joseph Meehan]

have developed a soon to be LARGE database (currently 5500 records
projected
to grow to about 60,000 by End of Sept 05) in MS ACCESS. I have two
people
inputting the data. My question is: How can I check the database as each
record is completed and reject any duplicate records? I want to maintain
the cleanest DB as possible (I know it will be a lot of work).

It depends on the data.

If all you need to worry about being complete is leaving some fields
blank, you can make they required fields. On the other hand if some are
normally blank, you might write a little macro or VBA to check the fields in
question and pop up an alert message if they are blank. You could make it
very complex if you like to play with VBA and if you know all the
possibilities.

As for duplicates, you will have some problems. You will need to
identify a specific filed or combination of fields that will be unique for
each record. Can you do that? Can you keep your data entry from entering
the same person as "Bob Smith" and "Robert Smith?"

 

[Guest]

The data can be checked by looking a L-Name,F-Name, M.I.,Sufix,FMP,and Last
4. If all or part are blank i.e M.I. and Sufix and all others are equal then
reject entry; if not equal except entry.
As far as VBA goes I'm doing good to spell it. Haven't ever tryed to us it.
I'm NOT good at programming at all. Hope this sheds more light on the
problem. Thanks for the quick responce.

Cptn_Jon

 

[Joseph Meehan]

The data can be checked by looking a L-Name,F-Name, M.I.,Sufix,FMP,and
Last
4. If all or part are blank i.e M.I. and Sufix


and all others are equal

???? Not sure what you mean here.

 

[Guest]

The names can be the same (i.e. Father and a son) and the Last 4 can bd the
same for a family. The suffix and the FMP cannot be the same. The suffix
and FMP indicate where in that family they belong (i.e. Father is a 20,
Spouce is a 30 first born is a 01 second born is a 02 and so on). Last name
could be different as the child is from a different marrage although the last
4 will be the same as the head of the family (it a military type of
structure). I can send a 4 or 5 line copy of this type of data if you would
like.

Hope this helps.
Cptn_Jon

 

[Joseph Meehan]

The names can be the same (i.e. Father and a son) and the Last 4 can bd
the
same for a family. The suffix and the FMP cannot be the same. The suffix
and FMP indicate where in that family they belong (i.e. Father is a 20,
Spouce is a 30 first born is a 01 second born is a 02 and so on). Last
name
could be different as the child is from a different marrage although the
last 4 will be the same as the head of the family (it a military type of
structure). I can send a 4 or 5 line copy of this type of data if you
would
like.

Hope this helps.
Cptn_Jon

Sounds like a genealogy program.

You could run a check with a long IIF statement then stop the processing
if all the IIF's are true.

You could also us the built in "Find Duplicates" function to clean it
out from time to time.