Q: Hello, My husband has a business and I want to create a data base in access where I can attach all the documents that the customer has signed like contracts.So every time I am looking for a customer I will be able to see the entire file not only his info. Can I do that So I don't have to have tons of papers in my office?


A: You can, but to be completely honest there are inexpensive scanner-based software programs out there that make this task MUCH easier that building an Access database for it. I would use an Access database for your customer management (contacts, invoices, etc.) but store your scanned contracts with something else. Or at the very least, scan them and just save them as files in a folder on your hard drive. Attaching them to records in your database tends to be tedious. YES, it can be done, but it's extra work.

After all, how often do you REALLY need to look that stuff up? I would put a checkbox in my database indicating that the customer DID sign the contract and that is has been filed, and then store it in a file cabinet or box somewhere (or scan and save it). Then, if it ever comes up that you NEED it, you know it has been saved and you can go find it.

Also, check with your state laws, but some states don't accept photocopies or reproductions as LEGAL documents, so you will still need to hang on to the originals anyhow.

Nevertheless, I will probably cover how to do this in Access in a future lesson because if you have a need to pull up this information OFTEN (daily) then you might want to build a database that does this.