How do I archive files in Access?

[Guest]

I am new to archiving files in Access. We have a database that has
information that goes back to 2001. We only want to have 2 years in the
current database and we want anything prior to 2003 archived. How do I go
about doing this?

 

[Jeff Boyce]

Noel

Unless you have a monstrously large database (say, 1Gbyte or more), don't!
Archiving by moving to another table (or another database) makes more work
for you, as you have 2 (or 3, or 4, or ...) places to look for something.

Instead, consider adding a field to the table. If you care about when a
record was archived, make it a date/time field ([DateArchived]). If you
only care THAT it was archived, make it a Yes/No field. Then modify your
queries to exclude the archived records.

Or even simpler, if you only want to be looking at records within the last
two years, modify your queries with a selection criterion that excludes
records older than two years. You'd need to have a DateEntered or
DateActivated or ... DateSomething field as part of the record to do it this
way.

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[Joseph Meehan]

I am new to archiving files in Access. We have a database that has
information that goes back to 2001. We only want to have 2 years in
the current database and we want anything prior to 2003 archived. How
do I go about doing this?

Add a check box field and call it something like archive or old or
whatever. Use filters or queries that will select all records not archived.

You don't want to remove or or move the records out.