Database Maintenance Process

Use the following steps to run the process for Database Maintenance.

1. On the desktop, click Start > Programs > Applied Systems > Database Maintenance.
   
   Note: You must access Utility Manager this way to run this utility.
2. Sign in with a user code that has been assigned console operator rights.
3. Click Next to continue.
4. Select the desired maintenance option(s).
   • Scan Data Files for Shifted Records: Searches selected databases for records with invalid values in the key fields. Shifted records can be caused by various issues, including, but not limited to, server problems, power problems, or manually turning off stations or the server while TAM is running.
     The scan option should be run for all databases at least once a week.
   • Send Scan Results to Printer: This option allows a report of the scan results to be sent to the default printer.
   • Fix All Shifted Records That Can Be Repaired: This option is available only when Scan Data Files for Shifted Records has been selected. TAM automatically fixes the shifted "N" and shifted "P" records that it finds.
     
     It is recommended that you select this option.
   • Delete All Shifted Records That Cannot Be Repaired: This option is available only when Scan Data Files for Shifted Records has been selected. This option and Pack Data Files cannot be selected together. If you select Delete All Shifted Records That Cannot Be Repaired and then select Pack Data Files, this option is automatically deselected.
     
     It is recommended that you do NOT select this option unless a support technician directs you to do so.
   • Reindex Data Files: The Reindex utility reconfigures the index files of the selected database(s). An index file helps the program find specific records in the database more quickly (such as a customer code, claim number, etc.), and allows the program to sort on specific fields.
     
     The reindex option should be run for all databases on a daily basis.
   • Pack Data Files: This option is available only when Reindex Data Files is selected. The Pack utility removes any records that have been previously deleted from the selected database(s). This option and Delete All Shifted Records That Cannot Be Repaired cannot be selected together. If you select Pack Data Files and then select Delete All Shifted Records, this option is automatically deselected.
     
     The pack option should be run for all databases weekly. Because the pack option requires more time to run than the reindex option, agencies often run it on Friday evenings through Night Utility Job System. Do NOT run this utility if you have open reconciliations, tape backup problems, shifted data, server problems, or missing data.
5. Click Next to continue.
6. Select the appropriate radio button and determine whether to display All Files, TAM Files Only, or FIM Files Only. (TAM files are related to TAM functions, while FIM files are needed for download.)

7. If Reindex Data Files is the only option chosen on the Database Maintenance Options screen, an additional option is available. Select the List by Table or List by Index radio button. List by Index lists the indexes (.NDX files) associated with the databases.
   
   Items in the listviews, by default, are listed in the order in which they are listed in INITIAL.TBL. These items can be displayed in alphabetical order by clicking on the Table heading. This heading works as a toggle. The first time it is clicked, the files display in ascending alphabetical order. The next time it is clicked, the list is arranged in descending alphabetical order. This option applies to both listviews.

8. Highlight a table/database or an index from the Available Tables list. Several consecutive tables can be selected by holding down the shift key when highlighting.
9. Click Add to move items to the Selected Tables list. 
10. Click Next to continue.
11. If Pack Data Files was selected on the Database Maintenance Options screen, the Pack Warning screen displays.
    
    The first option offered is to have DBMAINT automatically make a copy of the DBF on the hard drive prior to beginning the pack. In the event that a DBF becomes corrupt during packing, this copy can be used to replace the corrupted file. If no error occurs during the pack, then TAM automatically deletes these backup copies.
    
    Warning: This should not be considered a substitute for a tape backup. Applied Systems recommends that you have a complete tape backup before running a pack.
    
    There are two special considerations for this option: disk space and time. If this option is selected but there is not enough disk space available, the file will not be packed; it will still be reindexed. This option will also increase the time required to run a pack and reindex. However, in the event that the DBF becomes corrupted during the pack, the copy created by this utility will automatically be used to replace the corrupted file. The copy will then be reindexed
    
    The second option offered on the Database Maintenance Options screen is to exclude large DBFs from the automatic backup. If you have elected to make copies of files being packed, you can specify that files over a certain size (determined by you) should not be included. These larger DBFs will be packed and reindexed regardless of the available disk space. If one of these larger DBFs becomes corrupted, it can be restored from the tape backup.
12. Click Next to continue.
13. The Performance Options screen allows you to select how much disk space is used. For optimal performance, leave the default settings.
14. Click Finish.
15. See Interpreting Results.

Related Topics:

Database Maintenance - Interpreting Results Database Maintenance Utility