In case of nearly every other small business, spreadsheets such as Ms Excel are typically preferred to store business data. While a section of small businesses do graduate to Ms Access over a period of time, a large section still tends to remain stuck with spreadsheets. As the business grows and number of different activities need to be captured, a whole array of spreadsheets are created. In a matter of years, such a business may be looking at a large set of Excel files, which are not interlinked and whole array of information that simply cannot be accessed in quick time. Spreadsheets are only helpful if you are dealing flat unrelated data and in many cases they can become a disadvantage for small business. Let’s look at the scenarios where you need to call in the Ms Access application.
Working with Complex data
At any point of time when you need to track complex data, an RDMBS like Ms Access is way handier than Excel. Imagine a scenario where you need to track client data including purchases made by individual clients, products purchased, service issues and when payments were made. Tracking such correlated information in Excel can be a nightmare and yet in Ms Access it is rather simple to organize such information without much effort.
Accessing Information with Queries
In a spreadsheet you need to search for a particular information set or use filters. Neither of the approaches are efficient when you are looking find a bunch of related information amongst a whole set of records. In Ms Access you can use queries written in SQL to quickly retrieve the relevant information. Moreover you can also create reports based on your exact needs.
Access offers you the flexibility to upgrade when your business grows
When you business becomes successful and starts to grow at a rapid rate, you would have to move ahead to an enterprise level database application such as SQL Server or Oracle. In such cases, migrating from an Ms Access RDMBS structure is far easier than trying to import data from spreadsheets and making sense out of them.
Always be aware of MDB corruption issue cropping up unannounced
Owing to its inherent architecture, the Ms Access application by default relies on a single MDB file to store your entire database. Now when a large number of entries are being made into it, the size of the database can soon swell. A large Access database is a recipe for disaster and at any moment a MDB corruption issue can crop up. So to keep your valuable data secure, it is always advisable to install an access repair tool like DataNumen Access Repair for dealing with emergencies. In case your MDB file goes for a toss this powerful application can dig out all data and forms along with queries, modules etc in quick time. Moreover it rarely hampered by the extent of corruption or the media type where the MDB files are stored.
Alan Chen is President & Chairman of DataNumen, Inc., which is the world leader in data recovery technologies, including access repair and sql recovery software products. For more information visit www.datanumen.com