Beyond Websites: Custom Database Systems

If you need a complete database system (not just a website), PHP and MySQL can be used to create online database systems similar to FileMaker or Access but which allow both local and remote (web-based) access, are not limited to Mac or PC users, and don’t require the purchase of additional software to run.

Please note that when you purchase FileMaker or Access, you are NOT purchasing a database system. These software packages allow you to create the database and user interface; you still need to decide what information your database will hold, how different parts will relate, and how the user will interact with it, then use the software to create the system. Although some software packages are easier to use than others, creating even a simple database requires a learning curve and investment in staff time.

There are also ‘off-the-shelf’ systems available which already have the database and user interface created. Some are stand-alone and some require that you already have other software (such as FileMaker) to run. They can be installed and used right out of the box but you are limited to what the programmers thought would be useful to the most people.

Quickbooks is a good example of an off-the-shelf system. Since all accounting systems need to track similar information, Quickbooks can be used for basic bookkeeping by many different businesses. Simple contact databases can also be written as off the shelf systems. All contact databases should keep track of names, addresses, telephone numbers, etc. - that type of data will be common to any contact database so standardized databases can be created and used as-is. But if you want your database to remind you to send birthday cards to your clients and it doesn’t track birthdays or automatically add a reminder to a to-do list, you’re out of luck. Or suppose you want your database to automatically email different messages to different groups of people on certain dates? If that feature wasn’t part of the original package, there’s usually no way to add it to an off-the-shelf system.

Custom databases allow you to create systems which can track any kind of data you need, in any way you want (see screenshots of a custom system for land trusts). But - these projects are not for the faint of heart! If an off-the-shelf solution meets your needs and doesn’t require large amounts of staff time or an extensive learning curve to implement, use it. Custom PHP/MySQL database systems generally start at $5k or higher, and require the client to commit the necessary time to planning, testing and review.