Compact & Audit Database

Datafile Software

Compact & Audit Database

The internal processing of databases does not necessarily re-use the space occupied by records that have been deleted. New records are always added to the end of the file. Therefore, over a period of time, it is possible a file may appear full but there could be gaps in the middle where records were deleted. Using this option consolidates the active data and frees up space.

With payroll systems the record number of the employee is used as their employee number so, in the normal course of events, you would never compact the file. If you do so then you must ensure you only do this immediately after the year-end – never during the tax year. You should also note that you will lose document history (i.e. payslip reprint) as the documents link on the employee number – if you compact the file you should also clear the documents file using the options above.