Access and VBA solutions quickly reach their limits with industrial data volumes. This article shows how smart modernization can help you avoid costs and failures.
Many industrial SMEs have relied on Microsoft Access and VBA for years. The reasons are understandable: quick implementation, low licensing costs, flexible customization. However, with increasing growth, these very advantages become a time bomb for processes and data quality. Those who wait too long risk production stoppages, high maintenance costs, and the loss of valuable know-how.
Access is designed as a desktop database for small teams. Especially in production, manufacturing, and logistics, where data from machines, sensors, and ERP systems are continuously growing, these problems escalate. In productive environments with increasing demands, this results in critical vulnerabilities:
Frequent Risks with Access Databases
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1.
Risk
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2.
Typical Scenario
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3.
Consequence
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|---|---|---|
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2 GB Database Limit
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Production or measurement data grows faster than expected
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Performance drops, damaged files, data loss
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Multi-User Conflicts
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Several employees access the same tables concurrently
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Lockouts, incorrect records, system crashes
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Missing Rights Management
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No role-based security
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Data protection violations, breach of ISO/GDPR
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No Automated Tests
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Changes are made directly in the live system
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High susceptibility to errors, long downtimes
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What does an Access modernization or migration cost?
The costs depend on the data volume, VBA complexity, and the desired target architecture.
How do I migrate Access to SQL Server without downtime?
Through a phased migration with a parallel test system and backups, ensuring the database remains usable during the transfer.
How many concurrent users can Access really handle?
Access barely scales beyond 10–20 concurrent users, and significantly less with more complex queries.
Can Access continue to be used after the migration?
Yes, Access often remains as the frontend, while the backend runs on SQL Server or PostgreSQL.
How long does a typical Access to SQL Server migration take?
For a medium-sized database with VBA logic, the implementation often takes between a few weeks and a few months, depending on complexity and testing.
How can I continue to use existing Access reports after the migration?
Many reports can be replicated and extended with Power BI, SSRS, or modern web reporting tools.
Many companies underestimate the financial risks. An example from a Swiss production company shows how quickly costs can rise:
BWS Limmattal managed student, parent, class, and course data for years with an MS Access solution. However, due to personnel changes, maintenance was lacking, and growing requirements made further development increasingly difficult. A need arose for a flexible, online accessible platform.
Knowledge about the existing Access solution was only partially documented. soxes had to analyze the old system in detail to fully capture all functions and data. The goal was to modernize the existing processes and create a basis for future extensions.
soxes developed a central web platform that integrates all data and processes. Students, teachers, and administration can self-manage, while automated timetables and optimized absence management reduce effort. A modern UI enables easy use and flexible adjustments in the cloud.
The new web solution completely replaces the old MS Access application and creates a stable, future-proof system. Onboarding processes are faster, data is centrally and securely available, and the platform remains expandable at any time. Maintenance and support are provided by soxes based on a shared SLA for continuous improvement.
Many companies wonder which alternative to Microsoft Access or VBA is the better long-term choice. Especially in industry, manufacturing, and production, classic Access applications quickly reach their limits with their 2 GB limit and lack of multi-user stability. Proven paths include migration to SQL Server, PostgreSQL, or Azure SQL, combined with modern frontends based on .NET, C#, Angular, or React. These technologies enable role-based security, better performance, mobile access, and seamless integration into ERP or MES systems.
soxes supports companies in analyzing their existing Access database, identifying risks, and choosing the best path: from Access support and VBA maintenance through targeted Access modernization to complete migration or replacement with a scalable web or cloud solution.
A modernization does not necessarily mean a complete New development. A step-by-step approach is often sufficient:
Migrate the database to SQL Server or PostgreSQL. This eliminates the 2 GB limit, queries become faster, and multi-user access is more stable.
Replace the Access interface with a Web or .NET frontend. This enables role-based access, a better user experience, and mobile use.
Source code documentation, data models, and process descriptions make your system independent of individuals.
Then it’s time to take a closer look at your Access solution.
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Sofia Steninger
Solution Sales Manager
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