reuse old database: updating some records, ignoring(archiving?) so

[Guest]

I am the volunteer registrar for a community day camp. I have last year's
database (created by someone else), complete with reports, etc., that I want
to use this year. A significant number of our campers this year attended last
year, so I would like to be able to simply update those records. I also need
to add new records. But, I need to drop/ignore records from campers who
aren't attending this year.

From reading other threads, it sounds like I need to maybe archive all the
records, then have a way to resuscitate and update records that will be live
this year.

Can anyone walk a total newbie through this? (I'm using Access 2000.)

Also, will adding a way to separate dead and live records screw up the
existing queries, reports, etc.?

Thanks for any help you can offer.

--Kim near Seattle

 

[Lynn Trapp]

The BEST way to do this, Kim, is to add a field to your tables that
designate the Date of the record and/or that mark the record as active or
inactive.

--
Lynn Trapp
MS Access MVP
www.ltcomputerdesigns.com
Access Security: www.ltcomputerdesigns.com/Security.htm
Jeff Conrad's Access Junkie List:
http://home.bendbroadband.com/conradsystems/accessjunkie.html

 

[Joseph Meehan]

I am the volunteer registrar for a community day camp. I have last
year's database (created by someone else), complete with reports,
etc., that I want to use this year. A significant number of our
campers this year attended last year, so I would like to be able to
simply update those records. I also need to add new records. But, I
need to drop/ignore records from campers who aren't attending this
year.

From reading other threads, it sounds like I need to maybe archive
all the records, then have a way to resuscitate and update records
that will be live this year.

Can anyone walk a total newbie through this? (I'm using Access 2000.)

Also, will adding a way to separate dead and live records screw up the
existing queries, reports, etc.?

Thanks for any help you can offer.

--Kim near Seattle

There are a number of possible steps that may be needed depending on the
existing table design. If it is well designed it will be very easy to roll
over to the next year.

Can you give us a list of the tables and the fields in each table that
you current have?

 

[Guest]

Can you give us a list of the tables and the fields in each table that
you current have?

..
I entered data for everyone on the same form (creating NameAddressTbl)--on
that form, there were submenus/drop lists/etc. to create tables with add'l
info, depending on types of people (adults, girl, boys, etc.), to specify
t-shirt size, etc.

tables
AdultDataTbl (data needed for adult volunteers)
NameAddressTbl (MAIN table: names, phone, address for ALL)
RegGSTbl (data needed for all non-adults)
T-shirt sizes
T-shirt levels
TypeCodeTbl

fields on NameAddressTbl
Index
FirstName
LastName
PhoneHome
PhoneWork
PhoneCell
Address
City
State
County
Zip
E-mail
Type (adult versus registered scout versus sibling)


I can list the fields for the other tables, but they all are reached from
within the form for the NameAddressTbl, so I wasn't sure if you'd need them.

Thanks!

--Kim

 

[Joseph Meehan]

.
I entered data for everyone on the same form (creating
NameAddressTbl)--on that form, there were submenus/drop lists/etc. to
create tables with add'l info, depending on types of people (adults,
girl, boys, etc.), to specify t-shirt size, etc.

tables
AdultDataTbl (data needed for adult volunteers)
NameAddressTbl (MAIN table: names, phone, address for ALL)
RegGSTbl (data needed for all non-adults)
T-shirt sizes
T-shirt levels
TypeCodeTbl

fields on NameAddressTbl
Index
FirstName
LastName
PhoneHome
PhoneWork
PhoneCell
Address
City
State
County
Zip
E-mail
Type (adult versus registered scout versus sibling)


I can list the fields for the other tables, but they all are reached
from within the form for the NameAddressTbl, so I wasn't sure if
you'd need them.

Yes, I think that having that information from the other tables may be
interesting.

I am trying to figure out the design and data needs of the overall
project. That will let me know how best to archive the data and what data
to archive.

 

[Larry Linson]

"Kim near Seattle" wrote

I can list the fields for the other tables, but they all are reached from
within the form for the NameAddressTbl, so I wasn't sure if you'd need

them.

Access (and various database engines, including the default Jet database
engine) is a relational database. Databases are "about" Tables, the data
within them, and the Relationships between them. Forms are useful for
displaying and editing data in the Tables, but they aren't what _defines_ a
database application. That is the reason that Joseph needs the information
about the other Tables.

Larry Linson
Microsoft Access MVP