How to Archive Old Data in Access 2007

Microsoft Access allows users to manage and manipulate large amounts of data. Over time, as data loses its relevancy or you no longer have a use for it, you can archive it. There are a number of ways to archive old data, such as by creating an archive table, replacing the table altogether or replacing more than one table. While the process is relatively straightforward, it can become somewhat complicated if you are archiving parent records that are related to other tables. In that case, be sure to match up all child records with parent records prior to archiving.

Instructions

1. Step 1

   Select the Microsoft Access table that includes those records you intend to archive. Press "Ctrl+C" and then "Ctrl+V."

2. Step 2

   Select "Structure Only" in the "Paste Table As" dialog box that pops up. Rename the table as "X_archive," where the "X" represents the name of your table, and then click "OK." Your archive table will now be listed under the "Navigation Pane."

3. Step 3

   Click the "Query Design" button located under the "Create" tab. When the "Show Table" dialog box opens, highlight the archive table and click "Add."

4. Step 4

   Double-click the field you will use to specify the parameters for the archive. For example, if you elect to archive by sale date, select the "Sale Date" field.

5. Step 5

   Specify the criteria in the "Criteria" field located in the design grid along the bottom of the screen. For example, if you wish to archive those items with a sale date prior to Jan. 1, 2008, enter "<#1/1/2008#" in the field.

6. Step 6

   Click "Append" in the "Design" tab. When the "Append" dialog box opens, select the archive table and click "OK." "Append to" now appears in the design grid. Clear the "Append to" row for any field that has information in the "Criteria" field. Save your query.