Input mask creation vs. independent and scalable table management
Some companies rely on MS Access for managing table data. MS Access is a database and development tool within the Microsoft Office environment. It allows users to create simple masks for data entry and generate reports without in-depth IT knowledge.
If you want to store your tables in relational databases, BOI FreeDa offers a user interface specifically designed for the secure, scalable, and audit-compliant management of tables in relational databases —regardless of the operating system and relational database(s). BOI FreeDa is not a desktop application, so many users can access it via the web (simultaneously).
Overview of the two solutions
What is MS Access?
Microsoft Access combines the Microsoft Jet Engine as a relational database management system with the tools of an integrated development environment. Graphical user interfaces enable users without programming knowledge to create database applications. Microsoft Access is available exclusively for Windows as an application within the Microsoft Office family (Microsoft 365).
What is MS Access used for?
- MS Access is used to create tables and store and link data within them in a structured manner. It also allows users to create user-friendly forms for data entry, often based on templates. The data can be analyzed — e.g. for reports — and organized to search, filter, and link information from different tables.
Process flows can be automated using macros and VBA (Visual Basic for Applications), such as the automatic sending of reports.
What does BOI FreeDa offer for audit-proof table management?
- BOI FreeDa offers a standard solution specifically designed for the secure, traceable, and scalable editing of table data in relational databases. Data maintenance in BOI FreeDa is based on defined workflows with clear assignments of roles and permissions.
What are the advantages of using BOI FreeDa for database management compared to MS Access?
- Tables can be stored in all common relational databases. Thanks to BOI FreeDa’s high usability, any user can edit this data without any database or programming knowledge: it’s simple, intuitive, and audit-proof. BOI FreeDa offers high scalability and is therefore optimized for use in large companies.
The comparison in detail
Data maintenance with BOI FreeDa vs. Microsoft Access
BOI FreeDa
Web application with centralized access, accessible at any time via a browser
Microsoft Access
Desktop database (local or shared on the network)
BOI FreeDa
Proven architecture for high user volumes (100+ concurrent users)
Microsoft Access
Limited functionality; ideal for individual users or small teams (up to about 10 concurrent users) Performance issues with many concurrent users
BOI FreeDa
Stable architecture for small to large datasets: from 1 to 10,000+ tables
Microsoft Access
Suitable for small amounts of data; unstable with larger data loads
BOI FreeDa
Out of the box: audit trail, versioning, traceable changes including user and timestamps
Microsoft Access
No built-in versioning or audit trails; audit-proof extensions must be programmed manually
BOI FreeDa
Standardized 2-, 4-, and 6-eye
processes, including change view
Microsoft Access
Custom forms; validation rules and approvals must be implemented manually
BOI FreeDa
Supports all major relational databases
Microsoft Access
MS Access databases are often island solutions; integration with other RDBMS is limited
BOI FreeDa
Standardized interfaces, such as REST APIs, for cross-platform automated processes
Microsoft Access
Interfaces can only be used to a limited extent and require additional effort; designed for desktop applications
BOI FreeDa
High configurability, extensibility via APIs, and standardized modules
Microsoft Access
Maximum flexibility for small-scale scenarios, but no sustainable governance or scalability
FAQ: Practical perspective
Which system is best in practice?
For which use case is MS Access (not) useful?
- Benefits: Very quick to get started, especially for small oderating epartments that want to edit their own data. Forms and queries are easy to create without any programming. No licensing costs, as MS Access is included in many Microsoft 365 packages.
- Challenges: MS Access solutions quickly reach their limits as the number of users grows, data volumes increase, and compliance requirements arise. Data is often stored in a decentralized manner, and there is a lack of audit trail, scalability, and integration.
For which use case is BOI FreeDa (not) useful?
- Benefits: Audit-proof, scalable, and optimized for complex data maintenance processes. Operating departments can edit critical data via a central web interface — securely, traceable and without requiring database knowledge. All applications access the same data in relational databases (single source of truth).
- Challenges: Initial integration into existing processes and the implementation of governance rules. Special requirements often need to be addressed through custom logic.
Which system is best for which tasks?
- MS Access: Ideal for small, short-term projects on the Windows operating system, but quickly reaches its limits and carries risks when handling critical data.
- BOI FreeDa: Independent, audit-compliant, and scalable — with a short time-to-value, clear governance, and high usability. A comprehensive solution for the centralized editing of important tables from various relational databases.
