Access Deleting Members (?)

[KimStewart]

First I'd like to say I've learned a great deal from all of your posts. I registered today because I'm having the strangest problem.

Let me tell you that I am in no way a programmer, I don't know any code except some basic html. I was asked to take a 2 day class to learn Access (which was a joke) and then build a database for my employer. I think I've accomplished what they need by using every available book I could get my hands on, forums like this, and the help menus.

Our database is very simple. We only have 3 tables, all of which are related by a field we call our "referrer code".

My problem is this -- we've noticed that some (6)of our records are gone. I have no idea why, or when. We run a roadside assistance company. The database keeps track of members. I can't afford for Access to just drop people. The tables are very small, we only have 1,841 members. There isn't any specialized coding, because like I said, I don't know any. I've mostly used wizards to design.

Does anyone have any idea what, if anything, I should look for. I can send or answer any questions that might help you help me.

I would appreciate anything you have to offer -- even if its just a place to read something that might help.

 

[namliam]

"referrer code".

For future reference, you really should not use spaces in any names inside the database....

My problem is this -- we've noticed that some (6)of our records are gone.

How did you notice this? Access is not in the habit of just deleting stuff without notice or intended by the user...

 

[KimStewart]

Thanks for the no space tip.

We noticed because we were going though to update some information, found that particular member to be missing, then another, so we got a little concerned. So far I've only found the 6, but I'm going back in our records from the beginning to make sure there aren't any others.

 

[namliam]

How can you be sure the members were entered to start with? i.e. is this not a simple matter of "user error"??!!

 

[KimStewart]

Originally these records were in ACT, then exported into Excel, from Excel into the Access table.

As far as I know, these people were all in the database when we imported from Excel, we did a giant proof to make sure data was good, and nothing was missing.

Certainly it could be operator error. I'm not the one that does the regular day to day use of this database, so I have no real idea.

I read somewhere else that dropping records was an Access problem, but it seemed that in that persons post, their database was extremely complicated.

 

[namliam]

Originally these records were in ACT, then exported into Excel, from Excel into the Access table.

ACT?? Never heard of it, should I have?

Unless the database goes corrupt or something like that, Access is not in the habbit of just dropping records... I presume you have some sort of Membership number to keep track of your members and as a primary key... cannot you check that for consistancy ?? (Spelling??)

 

[Dennisk]

Hint,
On your data entry form, set the allow delete property to no, and remove delete button (if there).

 

[KimStewart]

ACT is just a contact management software, its decent. Very similar to Outlook in my opinion.

I guess I'll just have to keep a close eye on things, and see if this happens again.

Thanks for the suggestion of taking the delete actions out of the mix. I'll try that too.

I really appreciate your help and suggestions. This forum is really an asset!

 

[theprez]

Two other things to look for. Maybe someone mistakenly changed the name of the person you are looking for.

The other, and this is probably unlikely since you said this is a simple database, but if you built relationships between the tables and enforced referential integrity with updates/deletes. There is a possibility that deleting records from one of the other tables caused some of your "customers" to be deleted.

 

[stallyon]

I've heard of ACT but never had the fortune to use it. When you set your tables up did create a relationship diagram, and if so, did you join the tables together with cascade update or cascade delete set?

for future checks, add fields to your tables which has a Now() default value. this will save the date and time each time a record is added. also it might be wise to add a field which stores the currentuser() value so that you know which user added the record. with these 2 fields in place you'l then be able to tell how many records were added today and who by. you'll also be able to provide a running total of the number of records added each day. as long as this report is run each day,printed and kept in a log folder you'll be able to tell if data has definately been deleted by going back over the logs

 

[KimStewart]

Thank you all so much. I've removed deleting as an option on the member data entry form.

We have two tables that are related. Its a one to many. Referential integrity is not checked, nor is cascading updates.

Thanks again for the replies.