Access is one of the most commonly used database management systems for business organizations of diverse types and sizes. The access databases are also easily prone to corruption and this can be extremely frustrating and can lead to loss of valuable information stored in these files. However, with a little care and caution, Access users can avoid such stressful situations by adhering to the below mentioned methods of preventing database corruption.
1. Avoid Creation Of Large Databases: Even when users have to store huge volumes of data, they should avoid doing so in a single database file. In case the data needs to used by multiple users, splitting the database into back-end and front-end can prevent it from getting corrupted. At the same time, it is important to name the both the parts in an appropriate manner to avoid any discrepancies.
2. Close All Database Connections: In most cases, the users tend to make the mistake of closing all the connections once they have completed working on the database. Any open connections enhance the risk of dropped connection which in turn increases the risk of database connection due to lost network link. Closing the links proves helpful for both the programs and the users as it increases the safety of data.
3. Import Tables In New Database: One way of preventing Access database corruption is to transfer the entire data and tables into a new database. This can be done by using different methods including using the Access “Import Wizard” or recreate the new tables in the new database manually. Importing the tables helps the users to process each row individually and ignore any corrupted rows.
4. Create Temporary Tables For Complex Queries: For users who need to run complex or nested queries, creating temporary tables is highly advisable to prevent database corruption. This is because nested queries result in the generation of large chunks of temporary data and in case of database failure, this data can be stored in the back-end part leading to the corruption of the original files.
5. Use WAN and Wi-Fi connections With Care: It is quite common for the Access database to get corrupted due to careless usage of WAN and Wi-Fi connections. This is especially true when there is a risk of data transfer being interrupted due to a poor connection or heavy traffic on the network. The sudden disruption of connectivity leads to corrupted data being saved in the original file.
6. Avoid Using Memo Fields: Using memo fields is often a primary reason for Access database corruption and hence should be avoided. However, in case memo fields need to be used, the users should create separate tables for them and establish a one to one relationship with the original table. It is also a good idea to store such tables on the back-end and name them appropriately for easy identification.
7. Avoid Storing Picture Data: Pictures data is generally quite bulky and takes time for retrieval and update. This can cause problems during data transfer and increase the risk of file corruption due to sudden shutdown of the Access files. In case picture data needs to be stored, this should be done in a separate table at the back end.
8. Take Regular Backup Of Files: One of the best ways to avoid Access database corruption is to take regular backup of the files and save them separately. This makes it possible to restore any corrupted data from a backup file and hence avoid complete loss of information. The backup files should also be regularly checked for any corruption due to virus attacks or hardware malfunction so as to ensure complete data safety.