Many businesses rely on Microsoft Access to make critical decisions about their operations, from customer service production to lead and order management. The integrity of your online database, in terms of quality and security, is critical to the overall benefit that MS Access provides. For instance, if the information entered contains errors or referential data is missing, any queries or reports generated will contain issues.
For this reason, businesses must find ways to monitor the quality and security of their MS Access database. Here are three quick and easy ways to check MS Access database integrity today.
1. Check Places With Common Errors
First, it is worthwhile to review the quality and functionality for areas of the MS Access database that are liable to face issues from human error. By focusing on places and fields most likely to encounter errors, administrators can more easily and regularly check for potential issues that compromise database integrity. One of the features that most commonly faces integrity issues is anywhere referential data is used, since these data segments can allow one error to multiply and cause other issues.
For instance, in an MS Access database that is tracking active customer orders, a small mistake could have been entered in the client’s mailing address. If this information remains uncorrected, future product shipments and promotional mailings will fail to reach this customer. Furthermore, all data points and reports generated from this mistake will be inaccurate. This includes the conversion rates for marketing promotions, the number of customers who call to check on their order, and the demographic and location breakdowns of customer geographies.
2. Utilize Strategies to Secure Your Database
The overall security posture of your database dictates its integrity. Without a thoroughly secured database, the data contained within can be corrupted or accessible by others. There are three strategies that most MS Access users can deploy to better secure the database.
- First, reset settings using an AutoExec macro. You can accomplish this by naming a new macro AutoExec. This will check and reset the security properties that the last work session may have changed.
- Second, local databases should remain password protected to prevent unauthorized access. Anytime a user is terminated, a new password should be chosen. Enable your MS Access database password by visiting the security section from the tools menu inside of MS Access. Select the option to “set database password” and enter your new password.
- Third, consider the security of the database itself. If some of the information needs to be accessible to only certain users, split the database using the Database Splitter feature to limit who has access. Remember that split databases don’t work with Sharepoint but are are compatible with our RDP hosting solution.
3. Verify Quality of Backups
No matter what internal policies and procedures are used to secure a database, something could potentially always happen. This is why it is critical to never assume that backups are completed correctly and that they are accessible. For this reason, one quick way to monitor the integrity of the MS Access database is to check on the quality and existence of backups. This is even true for those using a SharePoint app to host their database and make it accessible to other users. Double coverage is never problematic and may prevent major disruptions from occurring in the production environment.
MS Access databases can be powerful tools for business. They offer a streamlined way to manage and report on the data that businesses rely on. However, just like any other technology or resource, they can be prone to challenges if not properly maintained and tested. Using these three quick tips is a great way to start checking the integrity of your database. Once these tips are part of your regular maintenance routine, feel free to explore additional ways across this site to improve upon your business’s understanding and usage of the great tools that MS Access databases offer.