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Keeping eyes off of sensitive data in Access
by Juan Soto
11/14/2008

How do you prevent users from seeing all records?

Recently we worked on a performance review database for a client were employees would do a self review and supervisors would do a employee review and a self review. As you can imagine, it would be disastrous if employees can see other people's review. 

View all records is the norm, not the exception
Usually when we work on a database project there is some sort of a security model were some employees can edit the data, some can add and all can view. If you can't view the data then you're locked out of the system. 

How to prevent users from seeing every record?
In the case of the performance review database we decided to clamp down the hatches, no special keys like F11, no access to the database window, not even a right click menu. Instead we used unbound forms to add, edit or delete data, controlling what the user can see and do in the system. Using unbound forms meant writing a lot of code to do what Access does naturally, so it complicated the project further, but we achieved the results we were looking for.


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