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Asked: 2026-05-21T16:59:20+00:00

I have an Access database containing information about people (employee profiles and related information).

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I have an Access database containing information about people (employee profiles and related information). The front end has a single console-like interface that modifies one type of data at a time (such as academic degrees from one form, contact information from another). It is currently linked to multiple back ends (one for each type of data, and one for the basic profile information). All files are located on a network share and many of the back ends are encrypted.

The reason I have done that is that I understand that MS Access has to pull the entire database file to the local computer in order to make any queries or updates, then put any changed data back on the network share. My theory is that if a person is changing a telephone number or address (contact information), they would only have to pull/modify/replace the contact information database, rather than pull a single large database containing contact information, projects, degrees, awards, etc. just to change one telephone number, thus reducing the potential for locked databases and network traffic when multiple users are accessing data.

Is this a sane conclusion? Do I misunderstand a great deal? Am I missing something else?

I realize there is the consideration of overhead with each file, but I don’t know how great the impact is. If I were to consolidate the back ends, there is also the potential benefit of being able to let Access handle referential integrity for cascading deletes, etc., rather than coding for that…

I’d appreciate any thoughts or (reasonably valid) criticisms.

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1 Answer

  1. Editorial Team

    This is a common misunderstanding:

    MS Access has to pull the entire database file to the local computer in order to make any queries or updates

    Consider this query:

    SELECT first_name, last_name
FROM Employees
WHERE EmpID = 27;

    If EmpID is indexed, the database engine will read just enough of the index to find which table rows match, then read the matching rows. If the index includes a unique constraint (say EmpID is the primary key), the reading will be faster. The database engine doesn’t read the entire table, nor even the entire index.

    Without an index on EmpID, the engine would do a full table scan of the Employees table — meaning it would have to read every row from the table to determine which include matching EmpID values.

    But either way, the engine doesn’t need to read the entire database … Clients, Inventory, Sales, etc. tables … it has no reason to read all that data.

    You’re correct that there is overhead for connections to the back-end database files. The engine must manage a lock file for each database. I don’t know the magnitude of that impact. If it were me, I would create a new back-end database and import the tables from the others. Then make a copy of the front-end and re-link to the back-end tables. That would give you the opportunity to examine the performance impact directly.

    Seems to me relational integrity should be a strong argument for consolidating the tables into a single back-end.

    Regarding locking, you shouldn’t ever need to lock the entire back-end database for routine DML (INSERT, UPDATE, DELETE) operations. The database base engine supports more granular locking. Also pessimistic vs. opportunistic locking — whether the lock occurs once you begin editing a row or is deferred until you save the changed row.

    Actually “slow network” could be the biggest concern if slow means a wireless network. Access is only safe on a hard-wired LAN.

    Edit: Access is not appropriate for a WAN network environment. See this page by Albert D. Kallal.

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