The best solution would be to install a knowledge management system. They can do boolean and text searches, simultaneous searches across mutiple databases, limit access for security purposes, link files and offer the ability to build the data as new items are created.
There are many products out there. I researched a few for my company and found HEAT+ Knowledge to be one of the best for our solution. We wanted to link it to a call center and provide web self-service for customers as well so depending on how you plan to use the knowledge HEAT may be too robust. Another company Right Now Technologies offered a good knowledge base solution as well. There are others and you could probably find them via the internet.
If you would like a contact for either of those I listed, let me know. It would at least give you a good place to start.