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data entry form for large data set w/many fields

P: 3
I am using Access 2000 but I also have the 2003 version.

I am working on creating a data entry form in Access for a research study. Since there is a maximum of 255 fields per table in Access, I have to split the fields up (unfortunately). I am creating a form for each section and all of the respective fields, and then I am putting all these forms into one larger form as subforms. I have a few questions & am hoping someone has answers:

1) Once data has been entered and I have data on about 100 or so subjects (about 700 fields or so, in total), can I export all of this data together into, say, a flat file? I would ultimately like to bring one file of all the data into SPSS.

2) Should I be using a continuous form instead of a bunch of subforms embedded in one main form? How would I do this if Access doesn't allow more than 255 fields?

3) Does anyone know of a better way I could be designing this? I am concerned that once the data has been entered I am going to have some serious trouble getting it out of Access to analyze it.

Thank you in advance.

totally exhausted from working on this project...
Jul 12 '07 #1
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2 Replies


missinglinq
Expert 2.5K+
P: 3,532
The maximum of 255 fields per table in Access means the total number of fields per record! A table with 10 fields and 100 records would still only have 10 fields, not 1000! If you're saying that each record has 700 fields, I can almost assuredly tell you that your database is not properly normalized; some experts believe that a table with more than 25-30 fields means a non-normalized db. If you truly have 700 fields, you need more tables, joined by a common field, such as one uniquely identifying each subject.
How, exactly have you "split the fields up?" Let us know this and whether you actually have 700 fields per record, and we'll try to to advise on your best method of handling this!

Linq ;0)>
.
Jul 12 '07 #2

P: 3
Thanks for the speedy reply.

I have ~700 fields per record. No records exist yet though. This will be used for data entry. I want to make a data entry form for someone who will be entering data on at least 100 subjects. I split the fields up based upon the subject matter (e.g., one table is the subject's demographic data, one table is the subject's mother's data etc.). Each table can be joined on an ID number. My concern, though, is that I won't be able to export all the data later on in a flat file for data analysis in SPSS.

The other issue is the form I made based on 8 subforms. I don't want the data entry person to have to enter the subject's ID on every form.

Hope this clarifies a little...

The maximum of 255 fields per table in Access means the total number of fields per record! A table with 10 fields and 100 records would still only have 10 fields, not 1000! If you're saying that each record has 700 fields, I can almost assuredly tell you that your database is not properly normalized; some experts believe that a table with more than 25-30 fields means a non-normalized db. If you truly have 700 fields, you need more tables, joined by a common field, such as one uniquely identifying each subject.
How, exactly have you "split the fields up?" Let us know this and whether you actually have 700 fields per record, and we'll try to to advise on your best method of handling this!

Linq ;0)>
.
Jul 12 '07 #3

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