User-Level Security Permissions
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authority over its design, use, and availability to other users The user who creates a new object or imports one from another database is, by default, the owner of the object and always has Administrator permission on the object The owner can transfer ownership to another user or group
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Built-in Groups and Users
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An Access database comes equipped with two built-in groups: a built-in administration group and a built-in user group The built-in Access groups are as follows:
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The Admins group in which all members are administrators of the database
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Administrators have full permissions on all objects in the database The Admins group can contain as many users as you want, but only one user account can own the database Other users in the Admins group can own objects in the database and have full permissions with the objects they own
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The Users group, which includes all the individual user accounts in the database
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All members of the Users group, by default, have permissions on all newly created objects in the database The Security IDs for the two groups are identical for all databases and cannot be deleted or renamed Furthermore, neither group can be made secure The built-in Access user is Admin, who is a member of both built-in groups The Admin user is in every copy of Systemmdw, the default WIF file created when you installed Access Each Admin user has permission to open, view, and modify all the data and every object in every Access database, including those on other computers As a result, the first step in securing a new database is to use the Workgroup Administrator to define new administrator and user accounts After the new accounts are established, remove the Admin user account from the Admins group
What Is Needed to Secure a Database
To secure a multiple-user database properly, you need to:
Change the ownership of all the database objects from the default Admin Remove all permissions for the Admin user and the Users group Grant permissions to the new users and groups
NOTE As an additional security measure, you can also encode the database so no other program
can read it Encoding a database compacts the database file and helps protect it from being read by a word processor
Securing a Database with the User-Level Security Wizard
The User-Level Security Wizard creates a backup copy of the current database with the same name and the bak file extension Then it secures the selected objects in the current database All relationships and linked tables are retained The secure database is owned by the user who runs the wizard
Sharing Data with Others
The wizard also secures the object types you specify by revoking all permissions on them from the Users group During the sequence of nine dialog boxes, you can specify which users belong to which groups, add and delete users, and edit passwords and personal IDs (PIDs) The last step in the process is to encode the new database The original database remains unchanged When the Security Wizard is finished, it displays a report of the new workgroup information file Be sure to print and store the report in a safe place If necessary, you can use the report to re-create the workgroup information file To secure a database with the User-Level Security Wizard, log in as a member of the Admins group, and then do the following: 1 Open the database you want to secure and choose Tools | Security | User-Level Security Wizard
TIP If you open the database in Exclusive mode, the User-Level Security Wizard won t start But it
does offer to reopen the database in Shared mode and get going 2 The first Security Wizard dialog box opens (see Figure 25-1) with the choice of creating a new WIF for the database or, if one already exists, modifying the current WIF Choose Create A New Workgroup Information File, and then click Next 3 Enter a unique WID in the second dialog box The WID is a 4 to 20 character string that is case sensitive One is already provided for you, but you can replace it with your own You can also include your name and company name, if desired In the lower pane of the dialog box, choose whether you want this to be the default WIF for Access in general or if you d rather create a shortcut to open the new secured database Click Next