Strategy for using Access 2013 and/or with Word 2013 for managing 250 large groups of text
Posted on 2014-01-22
1. I want to use MS Access 2013 to help manage and organize groups of text that will become parts of an approximate 100k word Word 2013 document, maybe as high as from 750 Kb to 1.5 Mb in size.
The size of these text groups will probably range from 200 words to 2500 words. At an average size of 400 words (at 8 chars. ea.), the estimated number of groups would be 250 at roughly 3kb each.
It might be simpler store the text groups in long text fields within Access, but I've heard various reports of text corruption and truncation in those long text fields. I need a design approach that minimizes these problems.
So, I'm considering an alternative where the text groups are stored external to Access, such as by my groups stored in (up to maybe 250) Word 2013 docs (linked or not).
MS Access would be used during the first half of the project to help manage and keep track of information about those text groups. I plan to have several tables in Access. Each field in the main table will contain the unique code or filename of an external Word doc (one for each text group) along with descriptive information about the text group.
The second half of the project will start when the text groups have been both sufficiently described in Access and sufficiently drafted (externally). At that point I will be working almost entirely with the word docs, refining them and assembling them into their final sequence; then I will integrate them into a single doc. During this 2nd part of the project, the previously entered Access data would be used to help me find possible integrity issues with the finalization of the individual and assembled Word docs.
2. An additional requirement, which I have not resolved, is the ability to sequentially search through each of the (up to 250) groups, in order to identify which ones contain a (then to be) specified word. The groups would all be in their own exclusive Win Explorer folder. The first three characters of each document name in the group could contain the unique group number known to the Access database. My alternatives for this seem to be (a) using Access to manage the search and report results (using linking or not), or (b) using a Word 2013 macro to manage the search and report results. Search speed, as well as development and implementation ease are important. For these reasons my non-expert guess is that the Access alternative would be the best for me.
I'm not looking for exactly how to do this, but for the overall design approach for which I can ask specific questions from EE Experts when I need detailed help.
Any thoughts, problems and suggestions with my proposed alternatives?