Database creating a copy of itself on a shared drive

[Harvard Graphics]

Hi



I have a very old database created in 2000 which we still use. We upgraded it to Office 2013 and kept the old 2000 format which our users preferred. I have a couple of records which the system will not let me delete, which might be part of my problem? Our database was then moved to a shared drive on a server in 2016 to allow three people to use it. On two occasions now the shared database has duplicated itself, the original which is 65KB becoming a "copy" and the new one we are directed to use via an existing saved "shortcut" showing as a much smaller size of 14kb.

Does anyone know what this is happening.

I've had a look through the forum pages and cannot find any other similar problems.

Any help would be appreciated. I only have a basic user knowledge of Access and the database was set up and working for me in 2005.

Thanks

[isladogs]

Is the database set to compact on close?
If so, that process may not have completed successfully resulting in the copies.

Recommend that feature is disabled as it can cause problems
Check in the database options and untick it.

[Harvard Graphics]

Hi Colin

Thanks for the quick reply. I clicked on the Access icon on my desktop, Options, Current Database and the "compact on close" option, and the whole page was greyed out with nothing selected. All the other tabs have information selected.

Am I looking at the wrong thing?

Many thanks

Beverley

[isladogs]

Hi
If the options are greyed out, it sounds like you've opened Access but haven't opened your database itself.
Open your database and go to the options ... Current Database section again.
This time, all items will be enabled and editable.

Just read the first post again.
This db is shared by three users.
Is it split? If so, does each user have their own copy of the FE on their own computer.
If the answer to either question is no, you have a potential data corruption issue which WILL happen at some point.
It could also explain the duplicated copies created.

[Harvard Graphics]

Hi Colin

Thanks again, I found the correct options tab this time (Ooops) and the current database tab shows the box for "compact on close" unticked in black for the file in question.

The database is not split and our only copy is located on a shared drive on a remote server and we all have access to it. When the file is being used by another user a padlock appears on the file and Microsoft Access Record Locking information shows on the File type. Obviously we cannot see this when we open Access but we do try to follow an in house rule that only one person makes updates to the shared file at any one time.

Our computer department set up the share folder for us and the relevant permissions to allow us to use it. Do you have any suggestions for what we can do to stop this happening in the future.

Many thanks

Beverley

[isladogs]

With the best will in the world relying on users spotting the LDB or LACCDB lock file is not a satisfactory solution.
You wouldn't allow your three users to all drive your car at the same time as it would crash.
The same is true for Access.

Splitting a database is easy and needs to be done as a priority.
All tables are moved to a new backend datafile that is stored on a shared drive and is shared by all users.
Everything else stays in the front end and links are created to the backend tables.
The front end is then copied to each user's own PC so each can use the database safely at any time with no risk of corruption

Before doing any of this, create a backup just in case.
After splitting setup a routine for running backups at regular intervals

Lots of info online about splitting databases, both how and why this is essential in a multi user environment
For example http://www.fmsinc.com/MicrosoftAccess/DatabaseSplitter/

[ssanfu]

<snip> The database is not split and our only copy is located on a shared drive on a remote server <snip>

Beverley, do you know the 3 rules of computing??

They are:
#1 - Back up...




#2 - Back up...... and





#3 - is..... BACK UP!!!


Go ahead.... Ask me how I know..






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@Colin...
Good analogy using the car. I'll have to remember that.