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Access Chapter 3 Maintaining a Database
Database Maintenance Guidelines
1. Determine when it is necessary to add, change, or delete records in a database. Decide
when updates are necessary. Also determine whether the updates are to be made to
individual records or whether mass updates would be more efﬁ cient. For example, if a
state changes an area code, a mass update would be more efﬁ cient.
2. Determine whether you should ﬁ lter records. For each situation where a user will be
working with a table in the database, examine whether it might be desirable to have the
records ﬁ ltered, that is, have only those records that satisfy some criterion appear. For
example, if a user only wants to make changes to clients in a particular city, it would be
easier to view only those records rather than all the records in the table.
3. Determine whether additional ﬁ elds are necessary or whether existing ﬁ elds should be
deleted. Have there been any changes to the initial requirements that would require the
addition of a ﬁ eld (or ﬁ elds) to one of the tables? If so, you will need to add the ﬁ eld to
the appropriate table. Also, now that the database has been in operation for a period
of time, determine whether all the ﬁ elds actually are being used. If some ﬁ elds are not
in use, verify that they are, in fact, no longer needed. If so, you can delete the ﬁ eld from
4. Determine whether validation rules, default values, and formats are necessary. Can you
improve the accuracy of the data entry process by enforcing data validation? What
values are allowed for a particular ﬁ eld? Are there some ﬁ elds in which one particular value
is used more than another? You can control the values that are entered in a ﬁ eld by
modifying the table design to include default values, formats, and validation rules.
5. Determine whether changes to the format of a datasheet are desirable. Can you
improve the appearance of the Datasheet view of your tables? Once you have decided on
a particular appearance, it is a good idea to be consistent throughout all your tables
except in special circumstances.
6. Identify related tables in order to implement relationships between the tables. Examine
the database design you created earlier to identify related tables. For each pair of
related tables, you will need to make decisions about the implementation of the
relationship between the tables.
When necessary, more speciﬁ c details concerning the above decisions and/or actions
are presented at appropriate points in the chapter. The chapter also will identify the use of
these guidelines in database maintenance tasks such as those shown in Figure 3–1 on the
If you are using a computer to step through the project in this chapter and you want
your screen to match the ﬁ gures in this topic, you should change your screen’s
resolution to 1024
768. For information about how to change a computer’s resolution,
read Appendix E.