By Mark Steffen and ChatGPT
Microsoft Access is a reliable database platform, and at Winning Solutions, In. (WSI), we support numerous clients who rely on it for their organizations. Dealing with data corruption can be frustrating and overwhelming, but it shouldn't deter you from maintaining your existing Access database or creating a new one or lead to a strong desire to abandon your Microsoft Access database altogether.
Have no fear! We have people at WSI who can help you. Let’s review the process of recovering from data corruption and some tips on preventing it in the first place.
Tip #1: Splitting your database
One major cause of data corruption in Access databases is multiple users interacting with a single file. To reduce risk, it's recommended to split your database into a front end (FE) file and a back end (BE) file. The front end contains forms, queries, and reports, while the back end holds the data.
We have a helpful video tutorial, How to Split Database Tables, on our YouTube channel that demonstrates how to split your database effectively. If you prefer professional assistance, our team at WSI is ready to help for a fee.
Tip #2: Opting for a robust backend database
While Access includes its own backend database, consider replacing it with Microsoft's industrial-strength solution: Microsoft SQL Server. For on-premises applications, you can use Microsoft SQL Server, and for cloud-based solutions, there's Microsoft Azure SQL Server. These options provide superior scalability and reliability compared to Access's built-in database engine.
If you need guidance on migrating from an Access backend to Microsoft SQL Server, check out our YouTube tutorial, Upsize Database from Access to SQL Server - Potential Pitfalls Part 1, or hire WSI for a hassle-free transition. There is a FREE edition of Microsoft SQL Server called “Express” that is sufficient for many Access users.
Tip #3: Avoiding file sharing services
Placing an Access database on file sharing services like OneDrive, Box, Dropbox, or Google Drive can lead to corruption. These services excel at synchronizing documents, but they can wreak havoc on a database when multiple users access it simultaneously. Even a single user may encounter issues.
It's best to host your database locally or on a shared or dedicated server to ensure stability and minimize the risk of corruption. You can also host it on most any NAS device. (Network Attached Storage)
Tip #4: Ensuring a reliable network connection
Network-related problems can also contribute to data corruption. While Wi-Fi networks can suffice, it's recommended to use a hardwired Ethernet connection for optimal reliability. However, even Ethernet networks can have faults.
If you're experiencing network-related issues, consider consulting a professional network installation company, preferably one with BICSI-certified technicians to diagnose and address any network faults.
Tip #5: Implementing a robust backup strategy
The most crucial safety net for any database is a valid backup copy. Some backup automation software may not support open files, and since a running database is considered open, special considerations are required. Look for backup software that handles open files or creates static snapshots of your database at specific points in time, which can then be backed up reliably. Always test your backups by restoring them to a different location and verifying their integrity by viewing some of your data.
If you need assistance in creating and implementing a backup strategy, WSI offers professional services for a fee.
Tip #6: Data recovery options
In the unfortunate event that you don't have a backup and your database becomes corrupt, there are third-party programs available that may assist in data recovery.
You can also reach out to WSI at MicrosoftAccessExpert.com, and our experts will evaluate the possibility of recovering your database. We'll provide a transparent quote for the recovery service, and if you decide not to proceed, we'll promptly delete the copy of the database you sent us.