2020applications.mdb

What does this file do?

This file is a Microsoft Access 2000 database. It is the primary storage facility for data regarding the users and items in 20/20 DataShed on your web site.

Permissions and Security

Server

The .MDB file and its containing folder: This file and the folder in which it resides require special permission and security settings which allow ASP scripts to read, write, modify, and delete their contents. For example, the data in the .MDB file is manipulated by 20/20 DataShed scripts. As well, the "Database Utilities" interface in 20/20 DataShed enable you to create backup copies of the database, rename the database, and compact & repair the database. To perform these operations it is necessary for the ASP scripts to have adequate privelages in the folder which contains the database.

For comprehensive NTFS file/folder permission settings, please see File/Folder Security (NTFS Permissions).

Note that this database file is located in the parent folder by default but can reside in any folder on the web server provided that it is given appropriate permission settings.

We recommend in fact that this file be relocated and/or renamed from its original location in the parent folder to a different folder. This procedure is described below.

Internal

Online: The contents of this file are read, written, and modified by 20/20 DataShed's ASP/VBscript files. Such activity is controlled by interfaces and pages within 20/20 DataShed.

Offline: This file is protected by an internal password. To open this file and read its contents you must have Microsoft Access and the unique password. To learn the unique password for your database you can contact us at www.2020applications.com.

Rename and/or Relocate

In its default location in the parent folder the database can be downloaded by a web browser if the visitor knows the exact name of the database file. This poses a security risk and therefore it is considered best practice to relocate and/or rename the Microsoft Access database to a different location.

To Perform this Operation Using 20/20 DataShed (Recommended)

20/20 DataShed provides a tool on the "Database Utilites" page to relocate and rename your database file. Please follow the instructions provided on that page. Remember, if you are going to move your database file then please ensure that the destination folder has the appropriate permission settings as outlined above.

To Perform this Operation Manually

You may use an FTP application to move and/or rename the .MDB file as you please. However, you must then immediately edit the _2020applications_connection.asp file to reflect your changes and then refresh the application by using the ?objApplication=RemoveAll querystring to force 20/20 DataShed to flush out the old connection string.

How to Maintain

This file requires maintenance.

Periodic Backup

Backup files or copies can be created using any tool(s) you wish; however there is an interface within 20/20 DataShed called "Database Utilities" which provides basic features to create, manage, and download backup database files.

We recommend that you backup this database file regularly (perhaps monthly, weekly, or daily depending on the amount of traffic your web site receives).

Be aware that the data in this file corresponds directly with the files in the uploads folder (the images in that file are directly associated with items and users in the database). Therefore, we recommend that you backup the uploads folder each time you create a backup of the database.

Periodic Compact and Repair

Again, there is an interface within 20/20 DataShed called "Database Utilities" which provides the ability to easily compact and repair the database file.

Microsoft Access databases store information about its users and its usage. This extraneous information is used primarily for the purpose of replicating the database or synchronizing the database with foreign data. For example, the database keeps a log of who, what, and when so that other database files can be easily synchronized. However, in most cases this extra information is unnecessary and can/should be removed -- this task is called "Compact and Repair".

An unchecked Microsoft Access database can grow in size. For example, the empty 20/20 DataShed .MDB file is less than half a megabyte. With a few hundred items and a few dozen users the file size may be between 2 and 3 megabytes. However, without performing the "Compact and Repair" task on occasion the database file may become bloated with extraneous information and grow abnormally large. In such cases a database that may contain only 3 megabytes of pertinent data may actually be 20 or more megabytes and this may cause data access to slow down and may cause undue strain on the web server.

Other Features

The Microsoft Access database does not contain any forms, reports, queries, or modules; it does not have an internal user interface and is designed to be manipulated entirely from within 20/20 DataShed.

However, it's still a database after all and can be used within Microsoft Office as any other data source. Here are some ideas:

• You might build reports in MS Access and then export the information to MS Excel or print the report to a web page.
• You might export the data to an XML file and use it to populate other databases.
• You might link its tables to Excel Spreadsheets to build tabular reports or perform calculations.
• You might create your own ASP/ASP.NET/PHP scripts to read data from this database and display it in other areas of your web site (or in other web sites).

In most cases we suspect that our customers don't explore these possibilities and likely use the database "as is". However, for the more demanding business models we believe you'll find this database to be quite flexible.

Warning

We strongly recommend that the Microsoft Access database used on your web site remain intact and unchanged. If the structure of that database is altered in any way or the data is modified directly then we can no longer garauntee its reliability. If you wish to use the data in other Microsoft Office products, then we suggest you use a copy of the online database and ensure that your local copy does not interact at all with the online data.

How to Customize

This file should not be customized.

MS Access Versus Other Data Providers

We have chosen to use Microsoft Access databases for the following reasons:

• MS Access database are very portable and do not require "installation". They can be distributed, moved, backed-up, etc. very easily.
• MS Access databases can be operated successfully by users with limited technical knowledge.
• MS Access databases can be distributed without excessive costs and license fees paid to Microsoft or any other 3^rd party.
• MS Access databases are well suited for use with ASP.
• MS Access databases are well suited for small-to-medium sized business applications and on web sites which receive moderate traffic.

We recognize of course that Microsoft Access has limitations and is not comparable to the robust database engines such as Oracle, MSSQLServer, or PostgreSQL. If you are interested in knowing more about using 20/20 DataShed with any other data provider then please see the related article, Data Providers.

Warning

If you must access this file using another product or software, then do so at your own risk; such activity is not supported by our license agreement and may void 20/20 Application's technical support obligations.

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