Reduction Of A Database Size - Implications + Advice
Jul 14, 2006
Hi there
I want to know if anyone has taken a large database (e.g 400,000 records) and had to take a subsection of this so to reduce size. (E.g you randomly would like to take 20,000 records). I need to reduce a database size for a test situation but would like to know what I should consider when reducing the size in this way.
Do I take the base database structure – table organisation with fields linkages etc and load data in?
I have some help in this task but would like to know of any advice that could be provided.
Many thanks
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Dec 5, 2005
I have been creating a personal database (access 2002) to keep help keep track of all the stupid things I own. I was wondering what people think about encoding data to help reduce database size. I know that for my small database it probably doesnt matter, but it it worth it to enocde colors into a couple of characters (2) instead of having a text entry that could fit a color spelled out (15). Ex.
Gray vs. G
Dark Gray vs. DG
Black vs. B
Blue vs. BL
etc.
I have come across a number of times when I can encode data and then write code for my forms to interperet that data back to plain english for me. Am I just wasting time if I do this? Or is there a point where this is recommended? Thanks for your advice.
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Aug 29, 2005
Will keeping your field size shorter result in a smaller MDB file?
Or does Access only use as much space as there is real data in its fields.
Way back in the dBASE III days, dBASE would pad all your "real" information with as many spaces as necessary to fill up your field. I suspect that the MDB structure is probably smarter than that.
Another question on the same topic - I believe there is a maximum number of characters in a record (4000?). Can your field sizes add up to more than 4000, as long as the actual data, all combined, never totals 4000...?
Thanks............
..dc
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Sep 7, 2011
I'm trying to set up a simple query that links four tables. However, the tables are extremely large, all in excess of 1.5GB each so I had to split the tables up into four separate DBs. I've tried the following with no success:
1) Link the 4 tables in the DB which contains my primary key. This quickly inflates increases the file size above 2GB and won't let me go any further.
2) Build a remote query to connect the four tables. This looked promising until I tried to run the query and it became evident that it only knows to point to the last database source that you specified.
I'm running everything locally on my C drive. The data source are simple text files (1.6 million rows) from the FDA website.
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Nov 17, 2005
Hi ,
I am developing an access application that will be used by our Marketing Dept to create BRIEFS for our AD agencies.
The Brief has the following structure
1. Option1
1.1 A1
1.2 A2
1.3 A3
1.3.1 AA1
1.3.2 AA2
1.4 A4
2. Option2
2.1 B1
2.2 B2
2.2.1 BB1
2.2.2 BB2
2.3 B3
2.3.1 BB3
3. Option3
........................
........................
........................
The users will be basically selecting from a list of Categories,Sub Categories and Sub-Sub Categories.
I am a bit confused as to what kind of Database Structure should I use for this kind of requirement.
Right now I have a table tblBRIEF that conatins the basic information about the BRIEF like
Project Name
Company Name
Date
Responsible etc etc
My question is , where and how should I store the selections made by the user for each of the Categories , subcategories and su-sub categories.
Should I have a table for each of the Categories and Subcategories and have a relation with the BRIEF table ???
You advice will be apprecaited?
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Jan 9, 2006
I have to create reports from an Access database used in a commercial application. The backend uses Access but the front end does not.
The vendor does not document the data or provide any support for that. The database has over one hundred tables and thousands of fields.
I'm thinking I'll create small transactions in the application and then study the database to see what has changed. But this seems overwhelming considering how many tables and fields there are. So I'm looking for advice on how to approach this.
I have a FoxPro background but I'm new to Access.
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Mar 15, 2007
Hi, im currently working on a database which is for someone else. Whe it is handed over to them, they will no doubt want some changes done every so oftern eg new reports, changes to forms etc.
What is the best way to do this? The database holds a lot of data, so I dont think its feasible for them to send it to me via email everytime they need something changed!
Ive noticed a few posts here about splitting the database into a front/back end. If this was done, would they just have to send me the front end; this would probably be a smaller file ye?
If this is going to be the best way round the problem; how easy is it to split a database which is basically already made?
Thank!!!
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Mar 15, 2007
Hi, im currently working on a database which is for someone else. Whe it is handed over to them, they will no doubt want some changes done every so oftern eg new reports, changes to forms etc.
What is the best way to do this? The database holds a lot of data, so I dont think its feasible for them to send it to me via email everytime they need something changed!
Ive noticed a few posts here about splitting the database into a front/back end. If this was done, would they just have to send me the front end; this would probably be a smaller file ye?
If this is going to be the best way round the problem; how easy is it to split a database which is basically already made?
Thank!!!
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Nov 1, 2004
please see post #4
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Apr 30, 2007
Hi
Can anyone help.
I have a table with units in stock eg. beans 27 tins. An order is placed for 6 tins of beans. How can I reduce the amount of stock in my stock table.
Hope someone can help.
Thanks:confused:
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Nov 27, 2007
Is there anyway to automatically reduce the quantity of stock. I have set up a table, with a field for the quantity of items in stock. I want to be able to automatically reduce this value at the click of a button, a possible macro???
Q. How is this done?
A. A sales person selects his name from a combo box, then he selects the customers name. Following this he then enters the book(s) ordered by this customer, then the quantity of each needed, and finally the discount. Ideally what I would like is for when the sales person enters the quantity of each book, for the amount in stock (Tbl_books) to be reduced by the amount entered in the qunatity field on the order form. If there are not enough copies of the book available for the order to be completed, then a small message box appears telling the sales person that their are not enough copies left in stock (a possible validation rule). Now this is where it gets tricky. If the sales person enters a incorect value for the quantity of books ordered, i.e. 2 instead of 1, then when he corrects the value, the number of books in stock (Tbl_Books) is to increase by 1.
I have absolutly no idea as to how to approach this, I have attached a printscreen from the relationships page, as well as a printscreen from the order form. Would you like a printscreen from any other table or form?
Relationships:
http://img28.picoodle.com/img/img28/5/11/27/f_Untitled2m_602830c.jpg
Stock Form:
http://img28.picoodle.com/img/img28/5/11/27/f_Untitled1m_0ecc314.jpg
Thanking you in advanced
CJM
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Aug 22, 2006
Hi,
I would like to get your advice on my table setup and relationships for this payroll project. The company is an engineering company with Projects (or construction sites) around the world.
The 'Candidates' are current or potential employees and contractors. There are three main pay categories:
1.Shift-workers
All shift workers doing a particular job on a particular project are paid the same rates e.g. all welders on a particular project or site in England are paid the same as each other. For that reason I want to link the pay rates with the job description for these workers. This avoides creating 50 records for 50 welders on the site in England to say that they make £10 an hour normal time (or whatever it is) etc.
2. Contract
Contract workers usually get paid a flat rate per hour. As these are negociated on an individual basis I would need to have this information linked to each individuals job (M_CandidateJobDetails).
3. Salary
Again this information needs to be input for each individuals job.
For the contract and salary people the pay frequency can vary (weekly, bi-weekly or monthly). So can the currency they are paid in. I haven't got as far as the currency issue yet.
The reason for the one-to-many relationship between M_JobClassifaction and M_CandidateJobDetails is that many candidates can have the same type of job e.g. there can be many employees that in the job classifaction of 'Electrician'. For many of the jobs at managerial level e.g. 'site manager' there will only be one.
I will have a table with the hours worked by each person per week. I can use this for those on shift work or contract to calculate what they will be paid.
One of the main reasons for this database is so that the company can print reports to see what is paid out in payroll for each site and in total (in euros). These will be gross figures and I don't need to take expenses, vacations, bonuses or taxes into account. They other thing we will need to be able to do is assign candidates to vacant positions and change them from one position to another - possibly between different projects.
So basically does anyone have any comments on the relationships, normalisation or anything else. Is this the best way to do it?
I've attached a screenshot of the relationships.
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Aug 20, 2013
queries cumulative reduction, basically i have 2 tables, with the follow data
stock table
idProduct
QuantityStock
[Code]....
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Aug 8, 2007
I was going to say before I screw it up, but that would have made the title too long.
I've read some forum history and done some searches and can't see that a similar query has come up previously - but if anyone can point me at previous relevant threads then that would be much appreciated. I've looked at some of the design theory threads, but am not really sure whether I've applied some of the good stuff in there effectively - and have put this query here as it's specific to my database rather than a 'general principles' thing.
I am hoping that some kind person/people might be able to pick holes in my planned database revamp as I may not have seen some of the pitfalls - thank you.
Background: I am the first and sole employee of a grant-making trust and set up our (still relatively small) database early on - wish I could have waited, but before my database everything was paper-based and impossible to manage. The data is all on the database, but an exponential growth in number of enquiries/applications over the last year means that it can't be easily manipulated in a way that meets our needs because of my short-sighted (OK, poor owing to inexperience in job) initial design in some areas.
Database:
What it's supposed to do: In brief, the way our organisation works is that we get a phone call or a letter or sometimes an entire application from a charity or community group, decide what to do with it and have to manage the funding contract (regular reviews, grant instalments) if the application is successful.
I think existing data is reasonably normalised (certainly at least equivalent to normalisation in the structure below) so migration shouldn't be a problem, but if anyone spots any normalisation or naming convention issues then please do point them out - I'm an Access amateur, but would like to get it as right as I can (this time). Small letters indicate linked tables, numbers indicate 'footnotes'.
tblProject
ProjID (primary key)
ProjName (a)
ProjDateRecd
Organisation (b)
ProjSource (c)
ProjStatus (d)
ProjResponse (Lookup: Letter, E-mail, No response*) (1)
ProjRespDate
ProjReasonDecline (e)
ProjNote (description)
(a) tblProjEvent
PEvID (primary key)
PEvDate
ProjName
ProjEvent (g)
ProjEvDesc - additional detail - e.g. who involved, topic if not obvious from event field.
ProjEvActWho - who is responsible if future action
ProjEvActDue - due date
ProjEvActComp - checkbox
ProjEvActCompDate
ProjEvNote (NB not to duplicate description - more for 'additional notes arising from completed action' or sensitivities that may need to be considered and kept separate from regular reporting)
(b) tblOrganisation
Details not listed for brevity, but split one field per line of address/detail, org name as primary key - existing table can be migrated as is (2). Includes suppliers, networking orgs. (f)
(c) tblProjSourceLup
How they heard about us - list of sources for speed/consistency of data entry.
(d) tblProjStatusLup
What it says on the tin - where we're at right now with a project. History/status changes recorded in tblProjAction.
(e) tblProjReasonDecline
List of common reasons for speed/consistency of data entry
(f) tblOrgContacts
OrgContact ID (primary key)
Names/personal details of organisational contacts, split one field per item (firstname, lastname, jobtitle, etc).
(g) tblProjEventLup
Letter, Funding contract, review meeting, report, telecon, Board review, etc. May be a future action.
Accounts functions:
Payments in/out linked to organisation with a lookup table for account types (in, out, grant, donation, expenses etc etc). Works fine and can be migrated as is (2)
The current arrangement of relationships has the organisation as the focus - I'm looking to make the project the focus, which seems to make sense as each project is unique - whereas we may get several project applications from the same organisation - and the existing structure makes it impossible to sort these out :o.
Footnotes
1) Vast number of applications that fall into the "arrive, get read, get binned" category make this duplication worthwhile - most applications won't make it into the Project Event table. Apart from the "Greetings in the name of the Lord"/419 e-mails, they do all need recording somehow so we can spot any trends and correct misinformation - save hard-working fundraisers wasting their time*.
2) Of course data validation will be necessary, but in most tables we're talking hundreds or thousands of records only, not tens of thousands so should not be that onerous. Especially as I've been the only person using the database, so there are hopefully not too many inconsistencies!
This post is too long already, but if I've been uselessly unclear in explaining anything or anyone wants any more before they want to comment on efficacy of structure please let me know. All feedback appreciated (as I said, I work alone, so really looking for idea-bouncing to check I can see the wood as well as the trees as much as anything - thanks).
*As charity is always a sensitive area and some of you may be involved with voluntary work, an OT comment: 'No response' might seem rude - but if an organisation is -clearly- excluded by the criteria on our website, or that very same person (or a large charity who should be able to manage its information effectively) has previously been told that they are ineligible by reason of their location, size or type then they have had their response already. I could spend all day every day writing 'No' letters - I'd rather be doing something more positive with my time (like checking out/meeting with organisations that are potentially eligible so they get their answer - and in some cases money ASAP). Not R-ing TFM (aka grant guidelines) apparently applies to fundraisers as much as any other profession :rolleyes:
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Jun 15, 2005
Hello friends,
I had converted a Access 97 database to Access XP. The original size of database was about 38 MB.Last week I worked with some queries of different types.Now the size is about 135 MB.How should I reduce the size of database again.I really also dont know whether it happened because of queries... :(
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Oct 17, 2005
Hey all,
I am not very gud in access, so I need your help. I am facing a strange problem..... I have created a database which consists of four tables....out of which two tables have relationships. When I make my database and create all the tables as described...its initial size is 320 KB around. When I put data in it, its size increases accordingly....I noticed a strange thing that when I entered some data in my Database it reached around 5MB, but when I deleted all the records from all the tables, the database size didn't decrease. It actually remained of the same size 5MB.......
Why so??? Don't you think that the database size should be decreased when I delete my records from all the tables. Is there any option which I need to select to decrease the database directly??? Well just FYI, I am using JAVA as front end .......
Regards,
Vikas Bhandari
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May 1, 2006
I am a novice to db design but I started my db quite a while ago but have only just noticed it keeps doubling in size periodically, even though I have not added many records or changed much. The first time I noticed this phenomena it was at 65Mb (already too big?), it then periodically (and randomly) doubled in size until it was about 480Mb!! I have been told that when db objects are deleted they are not actually deleted and this would explain the size explosions I saw. I have compacted and repaired the db and it now stands at a much more likely 11Mb. However, I really wanted to understand why this occurs so that i could prevent it from reoccuring (I have set my db to compact on close now - which seems to keep it small in size).
I have a whole load more questions aswell but you will see those in the near future!!
thanks in advance.
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Aug 22, 2006
Hi,
I have created two databases to try and speed up some data manipulation. One database is acting a a 'sniffer' and runs make table, delete, append and normal view queries. the append and make table queries will either write to the other database (the receiving database) or to itself. I have therefore managed to reduce a run time for these queries from 10 minutes for all queries, to less than 1 minute (as previously all in one database using forms).
The problem is these databses contain only about 10 tables to which I am adding data (non of them contain more than 5000 records at the moment) and I also have approx 50 ODBC linked tables (about 30 MB worth so I can retrieve data i want to write to the tables).
The databse has run through my 10 queries about 50 times (each time pasting new info to my receiving tables - still no more than 5000 records) however both database have increaed from a few MB to over 900MB - Is there any way I can stop this from happening as this seems to be a rediculous increase in size - i am also having huge problems compacting the databases.
thanks
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Aug 6, 2007
I know this topic has been floated around a bit, but I don't see any easy solution.
When developing a new projrct or editing an old one, the Front End size grow and can be compressed.
I was keeping an eye on it with this last new project. My front end code base got to about 12 megs compressed. I thought that wasn't too bad, until...
For shxts and grins, I created a brand new database and imported everything from the 12 meg one. This is a pain to get all the code references reset in the correct order. The resulting file size? About 5-6 megs.
Now why couldn't the repair and compression tool do that?
There is NO data stored. This is a code base front end only. I had the options set to compress on exit.
Does anyone else have this issue with ACCESS 2000 and XP? :confused:
Thanks
Dave
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Feb 26, 2013
I recently deleted about 2/3 of the records in my database and notice that my file size did not change. Do I have to run a special procedure to condensed my database?
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Sep 30, 2005
Hey guys,
Was wondering, what is the recommended maximum size for Access databases? I've heard that for very large databases that oracle is preferred. Would Access be appropriate for something on the scope of 5000 records of roughly 6 text and 2 number fields? Do people ever notice performance effects on databases of that size?
Also are there any ways to help reduce the size of the database? Do you recommend change the default field sizes where appropriate and would this have a noticeable effect on a database of this size? Any other suggestions to help keep the database manageable, and functioning?
I'm basically trying to figure out if there's much to worry about here, before I start importing my data. Thanks.
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Mar 5, 2008
I have searched this site but could find no similar questions. SO..
I am converting an Access 97 database to Access 2003.
I have compacted the 97 database before doing anything else.
The size of the 97 database is 91Mb
I have gone into Access 2003 and performed a database utilities>convert database>To Access 2002-2003 format and it has produced an 03 database with a size of 68Mb
I have also created a blank 03 database and imported all objects from the 97 database, changed all the text/memo fields to Unicode Compression = Yes and compacted the new 03 database and the size is 90Mb
What is the Auto conversion process doing that I aren't doing when importing objects that saves it an extra 22Mb? Plus is there anything I can do to free up that extra 22Mb again?
Thanks. Dan.
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Apr 5, 2008
I just got done migrating the tables in my database to a SQL server, I went in and deleted the extra table that was created with the migration manager so all the data in my database is on a SQL Server, For some reason the size of the database is still the same. Why is that?
I even when in and deleted the tables query and forms but the size is still the same, if there some setting that im missing?
Thanks.
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Jan 23, 2007
I had a massive Access file of almost a GB in size. and I deleted all records off the tables hoping it would shrink and my purpose was to have the tables alone in their structures. However despite deleting all records, the database file size seems to stay the same. anybody knows why this is so? I don't think we can "commit" changes to databases done in access as it is done in other databases. anybody knows why this is so?
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Oct 22, 2013
I have a database (Access 2003 and I am using it with Access 2007 with user level security) on shared folder on internal Dell server and I have created a shortcut to each user's machine to access it. This days I am facing a problem of db size as every 10 days it's increasing upto 2gb but the strange thing is when I am doing cut / pasting same database to my desktop from the server shared folder it will become 80 mb only and I am again placing that db (80mb db) into the server and it will work. What is a reason behind it? why my 80mb db is showing 2gb db on server?
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Aug 11, 2015
I have adopted someone elses database. It is a front end with about 100 linked tables/forms/reports/modules. The problem is that the database is really large. I would think by looking at the objects that it should be around 5mb tops, however after compacting it is still 63mb.
Is there a way (vba or otherwise) to look at each object and get its size in KB?
Once I can figure out which object is taking up too much space I can work on making them smaller.
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