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#1
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best way to archive records?
I am creating a membership database for a church. Individual
information is in three basic tables: tblFamily FamLastName (for entire family) Address tblIndividual FirstName MiddleName LastName (takes care of hyphenated married names, or different names for children, etc.) BirthDate MarriageDate tblMembership JoinDate JoinManner TerminationDate TerminationManner and more... Once a person leaves the membership of the church I need to "archive" the information. It needs to be kept for our permanent records. What is the best way to do this? My two thoughts would be: 1) set up duplicate tables and move the "archive" information to it or 2) Create an active/not active field in the tblIndividual and keep all the information, both active and archived in the original set of tables. Is one way or the other better or more efficient? Is there some other way that I haven't thought of that would work better? Thank you for your help and input! Kathy R. |
#2
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best way to archive records?
My preference is to add a TerminationDate field. That way, I don't have to
find other tables or other databases to pull up historical information. By the way, your tblMembership doesn't appear to include "members". Do your "and more..." fields include either a [FamilyID] foreign key or a [IndividualID] foreign key? Regards Jeff Boyce Microsoft Access MVP -- Disclaimer: This author may have received products and services mentioned in this post. Mention and/or description of a product or service herein does not constitute endorsement thereof. Any code or pseudocode included in this post is offered "as is", with no guarantee as to suitability. You can thank the FTC of the USA for making this disclaimer possible/necessary. "Kathy R." wrote in message ... I am creating a membership database for a church. Individual information is in three basic tables: tblFamily FamLastName (for entire family) Address tblIndividual FirstName MiddleName LastName (takes care of hyphenated married names, or different names for children, etc.) BirthDate MarriageDate tblMembership JoinDate JoinManner TerminationDate TerminationManner and more... Once a person leaves the membership of the church I need to "archive" the information. It needs to be kept for our permanent records. What is the best way to do this? My two thoughts would be: 1) set up duplicate tables and move the "archive" information to it or 2) Create an active/not active field in the tblIndividual and keep all the information, both active and archived in the original set of tables. Is one way or the other better or more efficient? Is there some other way that I haven't thought of that would work better? Thank you for your help and input! Kathy R. |
#3
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best way to archive records?
2. However I like Jeff's idea of making it a Date field as that would answer
two question: If they are inactive and when did that happen. 1. That's almost always a bad idea including moving the records to another database. If you change the table structure of the 'active' table, but forget to do the 'inactive' table, the records might not move correctly. Speaking of moving, it becomes a 2 step process of appending to the inactive table then deleting from the active. If someone becomes active again, you have to do things in reverse. If you need membership info from both tables, you'll need a Union query which are somewhat cumbersome and slow. -- Jerry Whittle, Microsoft Access MVP Light. Strong. Cheap. Pick two. Keith Bontrager - Bicycle Builder. "Kathy R." wrote: I am creating a membership database for a church. Individual information is in three basic tables: tblFamily FamLastName (for entire family) Address tblIndividual FirstName MiddleName LastName (takes care of hyphenated married names, or different names for children, etc.) BirthDate MarriageDate tblMembership JoinDate JoinManner TerminationDate TerminationManner and more... Once a person leaves the membership of the church I need to "archive" the information. It needs to be kept for our permanent records. What is the best way to do this? My two thoughts would be: 1) set up duplicate tables and move the "archive" information to it or 2) Create an active/not active field in the tblIndividual and keep all the information, both active and archived in the original set of tables. Is one way or the other better or more efficient? Is there some other way that I haven't thought of that would work better? Thank you for your help and input! Kathy R. . |
#4
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best way to archive records?
Thank you gentlemen! Sometimes the best answer is staring you (or me)
right in the face. I already have the "TerminationDate" in the membership table so I can use that to show whether they are active/inactive. And yes, Jeff, the "and more" includes foreign keys for both the FamilyID and the IndividualID. Thanks for checking though. As I said, sometimes it's the simplest things that I miss. Kathy R. Kathy R. wrote: I am creating a membership database for a church. Individual information is in three basic tables: tblFamily FamLastName (for entire family) Address tblIndividual FirstName MiddleName LastName (takes care of hyphenated married names, or different names for children, etc.) BirthDate MarriageDate tblMembership JoinDate JoinManner TerminationDate TerminationManner and more... Once a person leaves the membership of the church I need to "archive" the information. It needs to be kept for our permanent records. What is the best way to do this? My two thoughts would be: 1) set up duplicate tables and move the "archive" information to it or 2) Create an active/not active field in the tblIndividual and keep all the information, both active and archived in the original set of tables. Is one way or the other better or more efficient? Is there some other way that I haven't thought of that would work better? Thank you for your help and input! Kathy R. |
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