Some people use portal software (e.g. Sharepoint) for this sort of thing although that is some work to manage. There are no guarantees that something like that

Some people use portal software (e.g. Sharepoint) for this sort of thing although that is some work to manage. There are no guarantees that something like that will help - if all you do is make it easier to upload / organize documents, you end up with hundreds of different styles of organizing things, and still can't find them, so you need some structure around it, and that depends on what you're doing.