In this article, we look at why we need to document a database during a design phase. Next, we look at the 3 stages that one needs to follow while documenting during the design phase.
It is a proven fact that if you keep on taking notes and document all things that you learn and experience, you are bound to remember them for a lot longer. This holds true for the Access codes as well. You might feel that your code has been designed well and is working well as well, but if you choose to document it, you will be able to make a much better use of it. This will also help you keep a track of all the changes that you have introduced in this code over a period of time, and select the ones that you think are best. So now if you are convinced about the benefits of documenting a database code, we would like to give you some crucial tips that you need to follow when documenting a database.
Simply Commenting is not enough
Although commenting helps a lot in keeping a track of all that is happening with the code, just making the comments is also not enough. There are several other things you need to do before moving to the code editor.
For all the objects that you have in your databases, make sure the description property sheet has been filled for all. Here you can mention the purpose and needs of all objects that you plan to add to your database.
Document Databases for Clients
The documentation of your databases should be done keeping in mind your existing as well as potential clients. Make sure that the database you are planning to create keeps their needs as well as your capabilities in picture. So that you are clear about what the client is looking for, and they are clear with what all you can offer. This will help save both of your time. And while you are at it, you might just want to transfer it to a Word document for a better understanding of the same by the client.
Designing the Code and other aspects
The code that you are planning to create should be the one that takes into account all the tables present in your database, except for those prefixed in MSys. The code you document should be the one that can regularly follow the procedure without any complications. In this code, you can also have the design of a given table in the output. You can opt for putting this output in Word so that it becomes more visible.
Documentation is crucial for your Access databases as it will help you get an idea of what the database you are designing will look like. There are several other aspects that you should keep in mind when documenting your Access database when creating it in Design mode, but these are the ones that will help you the most, and should always be adhered to. If you are able to document your Access database efficiently, you would be able to do away a lot of errors that could be bothering you at a later stage. Further consider putting in a recovery plan in place and consider investing in an mdb recovery tool to keep your access data safe.
Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including mdf fix and excel recovery software products. For more information visit www.datanumen.com