Database Tracking Systems & Their Value to You and Your Business

(Reading time: 2 - 3 minutes)

Database tracking systems come in a variety of forms and serve many different business purposes.  For example, one may use a database tracking system to catalog library book usage – check-ins and checkouts, reservations and holds, etc.   Alternatively, such systems may also be employed in the ongoing recording of construction asset and material locations, conditions, and projected values.

Additionally, database tracking software may encompass the ongoing understanding of the contents of a database itself.  For example, any effective sales representative needs to be familiar with the current offerings of the business they represent.

Rather than downloading a product catalog every few weeks, database tracking software would highlight the changes that have occurred in the database since it was last viewed, enabling greater sales effectiveness and information efficiency.

In fact, business in the modern world is all about efficiency, and efficiency, in turn, is dependent on reliable and current information

Data organization and structure is the key to relevant and up-to-date information.  Today, the contents of databases arrive from a myriad of different sources in distinct formats, through numerous data transformations and conversions, and via any of a number of devices.

With such complexity in the way data is input into a database, there is an inherently increased risk that the integrity of the data may be compromised.  Database tracking systems are specifically and uniquely designed to prevent such catastrophes.  They do so by carefully monitoring the flow of information, coordinating the influx of complex data from its many sources, effectively integrating the information into the database, ensuring organization and usability, and safeguarding against data compromise.

You may be thinking, “This is all very well, but what does all this  have to do with MY business?”  Well, no matter your business size or type, database tracking systems allow for:

  • Greater process efficiency
  • Increased information integration and organization across business divisions
  • More efficient and comprehensive reporting
  • Greater understanding of your client profile, customer behaviors, and overall product satisfaction
  • More effective business strategy design
  • Earlier identification of business challenges and issues
  • More informed decision-making

Furthermore, from a data integrity point of view, the employment of a database tracking system could mean the prevention of catastrophic business failure

For example, the compromise or loss of an online or other business databases could result in serious direct financial loss.  Additionally, the accompanying loss of business credibility and industry reputation may incur ongoing losses in the future.  In today’s highly competitive and unforgiving business atmosphere, no organization can afford to be seen as careless, disorganized, and/or inefficient.

Databases are the lifeblood that enables effective and profitable businesses to deliver their services, both online and offline.  With the right help, the installation of a properly designed and reliable database tracking system is relatively quick and simple.  Strongly consider pursuing the greater peace of mind, stability, and security that a database tracking system can provide for your business.

Using a Database Tracking System to Manage Your Data Information

(Reading time: 2 - 3 minutes)

Management of data and information entered into your system is crucial to reaching your goals.  Knowing the details and ongoing flow of information through your database is essential when you plan on having an organized and informative data management system.  The ability to construct and recognize the patterns of movement and influx of your database is important to the management of your information.  Implementing a solid database tracking system is a helpful way to assist in the organization and cataloging of your data.

Tracking information in a database can be as simple as keeping records of the input and output of certain items in a collection

For example, being able to follow up and know what books are present at any time in a library system.  Database tracking systems can also be as complex as the management of sales and inventory recording.  Many other aspects involved in sales and inventory control can also be included, such as accounting and shipping information, which can be programmed into the algorithms used for database tracking systems.  These systems can be used in other unconventional scenarios as well where tracking down products and supplies is important on a monetary and intellectual proprietary level.  Database tracking systems are also often used to assist scientists in a variety of fields, from tracking and controlling the spread of epidemic diseases to organizing strains of genetic modifications used in research.

Database tracking systems can be used in all levels of production and project completion.  Starting from the very moment of recording the entry of products into your database, these systems can give you an up to date account of the status and location of your products in addition to providing you with information regarding the history of where each item has been.  By using this information, not only will you know the exact location of all of your products, but you can also reduce waste and inefficiency by cutting out unnecessary movement and relocation of products, improving productivity.

A Database tracking system can be programmed to be updated based on the needs of the services or products you supply

The system can collect and store information on a daily basis, and render a final report periodically.  The system can also be designed and programmed in order to give you real-time updates on the current location of each product at any given moment.

One other very important aspect of database tracking systems is the ability to use the provided information to gain customer feedback on various aspects of your services and improve overall customer service as a result

Keeping records of your database, whether a simple or complex information base is utilized, can easily be accomplished through software designed specifically to your needs.  A knowledgeable and experienced developer can take the details of your requirements and construct a database tracking system that can easily provide you with the exact numbers you need in order to be in control of the movement of data in your source database

Database Tracking System Developers

(Reading time: 1 - 2 minutes)

Database Tracking System Developers will help ensure that your data is kept secure and intact so that it can be accessible at any time.

Database Tracking System Developers

At Phoenix Consultants Group we understand the importance that your data has to your business. Data integrity, security, and usability are all keys to effective business performance. Your business needs to know what resources and inventory it has at its disposal. It needs to know about bottle necks in production or service levels and it needs to collect data from the relevant personnel in your organization in an efficient and usable fashion.

As businesses get more complex, there is an increasing quantity and diversity of the information coming in. Tracking the changes to databases, as well as being able to develop reports on the data and the system itself, is crucial to maintaining an efficient system.

At Phoenix Consultants Group we develop and manage database tracking systems that will keep you ahead of the game. You may need to know what stock inventory you have in you're online retail store, or you may need a complex system tracking multi-currency payments to freelancers around the world. Whatever your business needs, we can tailor our services to match your individual business requirements.

We have decades of experience through most sectors, and, therefore, bring tremendous business as well as IT experience to the technology table. Delivering a tracking system is more than just understanding the data; it is about understanding the impact of the data on business performance and personnel effectiveness within your organization.

By engaging with us you truly will be working with all around IT professionals that care about your business and have the experience, knowledge, and tools to make you more effective and competitive.



Introduction to Importing and Exporting Data - Access 2019

(Reading time: 4 - 7 minutes)


This article shows you what kinds of data you can import and export by using Access, and shows you the basic steps to get started with an import or export operation.

One of the most useful features of Access is its ability to interface with data from many other programs. In fact, it’s difficult to summarize in a single article all the ways in which you can move data into and out of Access. For example, here are just a few ways in which you might use the data-exchange features of Access:

  • To combine data that was created in other programs.
  • To transfer data between two other programs.
  • To accumulate and store data over the long term, occasionally exporting data to other programs such as Excel for analysis.


Overview of external data operations in Access


In many programs, you use the Save As command to save a document in another format, so that you can open it in another program. In Access, however, the Save As command is not used in the same way. You can save Access objects as other Access objects, and you can save Access databases as earlier versions of Access databases, but you cannot save an Access database as, say, a spreadsheet file. Likewise, you cannot save a spreadsheet file as an Access file (.accdb). Instead, you use the commands on the External Data tab in Access to import or export data between other file formats.

 NOTE    You can also write macros or Visual Basic for Applications (VBA) code to automate the import and export operations that are available on the External Data tab.


Types of data that Access can import, link to, or export


A quick way to learn about the data formats that Access can import or export is to open a database and then explore the External Data tab on the ribbon.

Access Ribbon Image

Callout 1 The Import & Link group displays icons for the data formats that Access can import from or link to.
Callout 2 The Export group displays icons for all the formats that Access can export data to.
Callout 3 In each group, you can click More to see more formats that Access can work with.

If you don’t see the exact program or data type that you need, chances are your data can be exported by the other program into a format that Access understands. For example, most programs can export columnar data as delimited text, which is then easily imported into Access.

The following table shows which formats can be imported into, linked to, or exported out of Access:

Microsoft Office Excel Yes Yes Yes
Microsoft Office Access Yes Yes Yes
ODBC Databases (For example, SQL Server) Yes Yes Yes
Text files (delimited or fixed-width) Yes Yes Yes
XML Files Yes No Yes
PDF or XPS files No No Yes
E-mail (file attachments) No No Yes
Microsoft Office Word No, but you can save a Word file as a text file and then import the text file. No, but you can save a Word file as a text file and then link to the text file. Yes (you can export as Word Merge or as Rich Text)
SharePoint List Yes Yes Yes
Data Services (see note) No Yes No
HTML Documents Yes Yes Yes
Outlook Folders Yes Yes No, but you can export as a text file, and then import the text file into Outlook.
dBase files Yes Yes Yes

 NOTE    To enable the Data Services button, Microsoft .NET 3.5 or later must be installed.



Import or link to data in another format


The general process for importing or linking data is as follows:

  1. Open the database that you want to import or link data into.
  2. On the External Data tab, click the type of data that you want to import or link to. For example, if your source data is in a Microsoft Excel workbook, clickExcel.

    Access Ribbon Image 
  3. In most cases, Access starts the Get External Data wizard. In the wizard, you may be asked for some or all of the information in the following list:


  • Specify the source of the data (its location on disk).
  • Choose whether to import or link to the data.
  • If importing, choose whether to append the data to an existing table, or to create a new table.
  • Specify exactly which data in the document you want to import or link.
  • Indicate whether the first row contains column headings, or whether it should be treated as data.
  • Specify the data type of each column.
  • Choose whether to import the structure only, or the structure and the data together.
  • If importing, specify whether you want Access to add a new primary key to the new table, or use an existing key.


  • Specify a name for the new table. 

     NOTE    It’s a good idea to look at your source data ahead of time so that you know the correct answers to these questions when the wizard asks for them.

  1. On the last page of the wizard, Access usually asks you if you want to save the details of the import or link operation. If you think you’ll need to perform the same operation on a recurring basis, select the Save import stepscheck box, fill in the information, and then click Close. Then, you can clickSaved Imports on the External Data tab to re-run the operation.

After you have completed the wizard, Access notifies you of any problems that might have occurred during the import process. In some cases, Access might create a new table called ImportErrors, which contains any data that it was unable to import successfully. You can examine the data in this table to try to find out why the data did not import correctly.

For more information about importing or linking to data in a specific format, search the Access Help system for articles and videos that cover that format.



Export data to another format


The general process for exporting data from Access is as follows:

  1. Open the database that you want to export data from.
  2. In the Navigation Pane, select the object that you want to export the data from. You can export data from table, query, form, and report objects, although not all export options are available for all object types.
  3. On the External Data tab, click the type of data that you want to export to. For example, to export data in a format that can be opened by Microsoft Excel, click Excel.

    Access Ribbon image 

    In most cases, Access starts the Export wizard. In the wizard, you may be asked for information such as the destination file name and format, whether to include formatting and layout, which records to export, and so on.
  1. On the last page of the wizard, Access usually asks you if you want to save the details of the export operation. If you think you will need to perform the same operation on a recurring basis, select the Save export steps check box, fill in the information, and then click Close. Then, you can click Saved Exports on the External Data tab to re-run the operation.

For more information about exporting to a specific format, search the Access Help system for articles and videos that cover that format.



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