Microsoft Access - Records Lost?

Posted on 2012-03-14
Last Modified: 2012-03-26
Hi Experts.

Hope you can help!
Our school maintained an an Acess database for many years.  The program version was (possibly) Office 2003 as the file appears to have been created in 2007.  The database was regularly updated on a machine that originally ran Office 2003 and was  upgraded to 2007.  However, conversion of the file to 2007 format was never carried out.  The file was stored on a shared drive on the server.

The old server was replaced 2 days ago with a new server and all files were copied from the old server tot the new server - including the database.

Now when I open the database, I can only find 527 of the 1000 records that were in the original file.  I have made a copy of the old file and run a conversion to Office 2007 on this. Result was the same.  On first opening the converted database, I did get a warning that certain content was blocked and and I opted to view this content.

Substantive searches on both the Pc and the server have failed to turn up another acopy of this database

Could it be possible that because the conversion had not taken place on the original database (from 2003 to 2007), that this could be the cause of the problem? The Secretary and I had views the database prior to the change-over and the records were there?

Real Mystery!
Can anyone help?

Thanking you in Advance - With Confidence

Question by:freshfordian
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LVL 77

Assisted Solution

peter57r earned 250 total points
ID: 37718882
If the records have truly been deleted then there is no way to recover them.

Are you absolutely sure you are comparing apples with apples and not , for example, comparing the results of a query with records in a table?  

Are you able to identify specific records thaty are missing?  Is there any pattern to the missing records - ID numbers above a specifc value? ....all have a particular value in one field?

Does your application involve deleting records at all?  If so, how can you be sure they have not simply been deleted?  
Are the missing records 'child' records of the same 'parent' in a database relationship that has been set up with cascading deletes?

Have you loaded a recent backup and compared that with your current file?
LVL 85
ID: 37719202
Also - what operating system was the old server, and what OS is the new one? If you're running an OS that utilizes folder redirection or virtualization, you might simply be looking at the wrong file.

Did you make a copy of the database BEFORE the server move? If so, can you move that copy off the server to your local machine and review it there?

Same with the current database - move it off the server, and examine it on your local machine.
LVL 74

Assisted Solution

by:Jeffrey Coachman
Jeffrey Coachman earned 250 total points
ID: 37720194

I'm just thinking you copied an older file...

Trust me, I know how confusing things can get with multiple backups and multiple names, multiple reference copies, multiple front ends and multiple back ends...

The fact that Access update the "Modified" date anytime you open the DB, may have signaled to someone that an older file was actually the most recent.
For example, the question is:   What is the most current DB?
Three files (in a certain folder) may have similar dates.  So each one is opened and inspected.
Now each of those files has virtually the same date.
Now someone simply grabs the file with the most recent date.

Meanwhile the files they opened were not even in the correct folder as the "Actual" file...!

Make a solid back up of the entire old drive and search it thoroughly....

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Author Comment

ID: 37732089
Jeff. You are correct!

As it has turned out over the past few days, this file is not the only one to have "disappeared". In fact a serious issue has emerged.  The machine on which these files were stored was part of a domain, A remote backup is carried out on the server daily and user data files should have been stored on the server for inclusion in the backup.   This was not done Before the machine was  disjointed from the old domain, all the files were backed up -but a profile was missed! I believe now that within that profile is the file and many others that are now missing. Because the machine has since been joined to a new domain, I'm now afraid that we have lost all these files.  Is there anything we can do?
LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 37740666
Sound pretty bleak.

I though you stated:
<The file was stored on a shared drive on the server.>
...Then there should be a backup somewhere...

Again, search the Shared folder/Drive *thoroughly*...

You may have to open multiple databases to check for the missing records, but at least you will be sure, one way or another...

Accepted Solution

freshfordian earned 0 total points
ID: 37748748
Found them!

I assumed that the files were on the server as Drive z was a mapped drive.
However, I checked the registry if the client Pc and discovered that z pointed to a folder located on a NAS drive  Once the Folder was examined all the files were found

Author Closing Comment

ID: 37764960
The Experts comments were helpful and solid inview of the infornation I had provided them.
The registry search carried out by self ( more out of desperation than any solid technical reasoning) helped me find the path to a NAS drive - not the server as first assumed.  This may help other members in the future. i.e. Carry out what the experts suggest but also check the registry. It can help and it did in this case

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