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1. Application maintenance (compact, repair and backup)
2. Why compact and repair databases is so important.
3. Alternative procedures for compact and repair.
4. What if the standard compacting and repairing procedure does not fix my files?
5. How to avoid database corruption
1. Application maintenance (compact, repair and backup).
The developers of Medical Database Seven ARE NOT RESPONSIBLE FOR DATA LOST WHEN NO RECENT BACKUP HAS BEEN MADE.
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It is essential that you keep a backup of all files and folders especially the DataMD.mdb file , Photos, ImageFiles, BackupFiles and PatientFiles folders. The DataMD.mdb data file is by far the most valuable application component and you should learn how to backup, compact and repair this file properly.This is your responsibility as a medical professional and a prudent computer user. |
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The easiest way to maintenance your application is to use the shortcuts in: All Programs > Medical Database Seven > Compact and Repair... |
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Medical Database Seven comes with an backup feature for DataMD.mdb. Backups are saved into the BackupFiles folder, which is within the Medical Database Seven folder on your main-host computer’s hard drive. |
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Data backup files are stored in File name + Date + Time.mdb format (i.e DataMD_073020081855.mdb where DataMD is file name, 07302008 is the backup date and 1855 is the backup time). You can access this function from "Control Panel" clicking the "Backup Data File" button. Available functions depend on the “Seven” installation type and user permissions. For example you must backup data file from server side of application using the administrator account (server side: the machine with a Full Installation of of Seven). |
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In order to use available functions, you must close all active databases on the network and all locally open forms. If the data folder is shared with other users (where you have a network configuration set up with Seven loaded on multiple computers), confirm that Seven is closed on all other computers in your network except on the computer doing the backup on server side. |
Control Panel
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We recommend that you further back up the whole Medical Database Seven folder onto a CD, Zip disk, or some other removable media so that, if something goes wrong, re-install the latest Seven version and replace the DataMD.mdb, file as well as various folders like PatientFiles from the the backed-up folder without losing data. We recommend using a separate disk for every day of the week. |
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Also you can use the Restore procedure in order to restore a backup data file. |
Video Tutorial: Learn how to use the Control Panel functions.
2. Why compact and repair databases is so important.
As you add and update data, a database file becomes larger because Access creates temporary, hidden objects and when you delete such an object, the occupied disk space is not automatically reclaimed. As your database file fills up with the remains of these objects, its performance may degrade. Objects may open more slowly, queries may take longer than normal to run, and typical operations generally seem to take longer. Finally, all of this may lead to database corruption.
3. Alternative procedures for compact and repair (not available with standalone edition).
Access 2003
Compact and Repair Database
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Close all open databases !! |
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Make a copy of the database (.mdb or .mde) file so that you have a backup. Delete the .ldb file if it is present. |
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You must close the corresponding .mdb or .mde file before you delete the .ldb file. |
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Open the DataMD.mdb from shortcut ("Open Data File" shortcut in Folder Start application at application directory- usually C:\MDbaseSeven) |
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In the Logon dialog box, type director in the Name text box and the corresponding password in the Password text box, and then click OK |
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The DataMD.mdb is open. Close the open database without closing Microsoft Access! |
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On the Tools menu, point to Database Utilities, and then click Compact and Repair Database. |
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In the Database to Compact From dialog box, select the .mdb or .mde file that you want to compact, and then click Compact. |
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In the Compact Database Into dialog box, enter the same file name, and then click Save. |
Compact and repair a corrupted database
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Close all open databases !! |
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Make a copy of the database (.mdb or .mde) file so that you have a backup. Delete the .ldb file if it is present. |
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You must close the corresponding .mdb or .mde file before you delete the .ldb file. |
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Open the DataMD.mdb from shortcut ("Open Data File" shortcut in Folder Start application at application directory- usually C:\MDbaseSeven) |
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In the Logon dialog box, type director in the Name text box and the corresponding password in the Password text box, and then click OK |
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On the Tools menu, point to Database Utilities, and then click Compact and Repair Database. |
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In the Database to Compact From dialog box, select the .mdb or .mde file that you want to compact, and then click Compact. |
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In the Compact Database Into dialog box, enter the same file name, and then click Save. |
For more information about repairing databases, click the following link to view articles in the Microsoft Knowledge Base:
How to troubleshoot and to repair a corrupted Access 2002 or later database
Access 2007
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Open the DataMD.mdb ("Open Data File" shortcut in Folder Start application at application directory- usually C:\MDbaseSeven) |
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In the Logon dialog box, type director in the Name text box and the corresponding password in the Password text box, and then click OK |
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The DataMD.mdb is open. Close the open database without closing Microsoft Access! |
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Click the Microsoft Office Button,  , and select the Manage button. |
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Select Compact and Repair database |
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Select DataMD or CodeMD and click Compact |
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In the Database to Compact From dialog box, navigate to and double-click the database that you want to compact and repair. |
How to Compact and Repair Access 2007 from Microsoft
4. What if the standard compacting and repairing procedure does not fix my files?
If all fail, you should restore your last backup database that you may retrieve from the /BackupFiles folder at server side of application and renaming it to DataMD.mdb.
In case of front-end corruption (CodeMD.mde) you can restore it from any initial directory backup that you have made or you can run the setup file again in order to replace the damaged file. In this case do not overwrite the DataMD.mdb! because you will lose your data.
Remember that you should always backup the DataMD.mdb and store it in different safe places on a daily basis. A small Disaster Recovery Plan is always useful, especially in order to protect medical data.
5. How to avoid database corruption :
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Avoid power failures during database writes. Always use a UPS unit. |
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Do not close network connections. |
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Avoid power loss, manual shutdown and shutdown the application with task manager. |
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Compact the database often. |
Typical Symptoms of a Corrupt Microsoft Access Database
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Unrecognized Database Format |
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The Microsoft Jet Engine cannot open this file |
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You do not have the necessary permissions to open this object. Please contact your system administrator. |
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Enter database password - even though none was set up |
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The Microsoft Jet database engine stopped the process because you and another user are attempting to change the same data at the same time |
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....... Look in the index collection of the TableDef object to determine the valid index names |
Note: In Microsoft Download center the jetcomp utility is available. The Jet compact utility, JETCOMP.exe, is a stand-alone utility that compacts databases. This utility may be able to recover some ms access databases that other utilities cannot. You must make sure that no users are accessing the database before you run JETCOMP.exe.
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