Archival of Historical Data

  • Thread starter Thread starter Stephen Mak
  • Start date Start date
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Stephen Mak

At the present moment, we are using an Access Database to
record the information of social club membership. End
users enter data to the table directly and overwrite
previous information.

However, end users want to keep the old information (Like
Name / Address)so that it is not necessary for them to re-
enter again if someone renew their membership. Is there
any suggestion on how to handle it ?

Besides, end users also want to archive historial data
(To keep all information in past years). I would like to
know we should copy all data to another table at a
specific date yearly OR there is a better solution ?

Thanks
 
Archiving data in a separate database for each year is usually done when it
is unlikely that data will ever be used again, or when there is some
finality to it like an accounting system closing out a year. It is not
relational in concept or practice. I suggest simply adding a True/False
column called "Inactive" or something like it, the filtering out the
inactive members. If one pays up his/ger dues and becomes active again, it
is a simple matter of unchecking the box from a query.
--
Arvin Meyer, MCP, MVP
Microsoft Access
Free Access downloads:
http://www.datastrat.com
http://www.mvps.org/access
 
Stephen Mak said:
At the present moment, we are using an Access Database to
record the information of social club membership. End
users enter data to the table directly and overwrite
previous information.

However, end users want to keep the old information (Like
Name / Address)so that it is not necessary for them to re-
enter again if someone renew their membership. Is there
any suggestion on how to handle it ?

Besides, end users also want to archive historial data
(To keep all information in past years). I would like to
know we should copy all data to another table at a
specific date yearly OR there is a better solution ?
Click to expand...

I'd also split the data into two tables. One for name and address.
Another for membership info such as renewal year, renewal date, amount
paid, date paid and so forth.

You then can enter data using a form for the member info and a subform
for the membership info.

Tony
--
Tony Toews, Microsoft Access MVP
Please respond only in the newsgroups so that others can
read the entire thread of messages.
Microsoft Access Links, Hints, Tips & Accounting Systems at
http://www.granite.ab.ca/accsmstr.htm
 
Dear Arvin and Tony,

Thank you for your advice. I believe that I will split
the data into 2 tables - One containing the Name and
Address AND the other containing the Renewal Year /
Date / Amount / Receive Newsletter ...

However, I would like to ask is there any suggestion for
1) Is it possible to create a record automatically
carries last year information - Like "Receive Newsletter
By Post" when they renew the membership ?
2) Is it easy for us to generate report on "List of Name
and Address for those who are members in year 2002 but
not in year 2001" ?

Thanks
 
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