Not sure if this will help, but it seems relevant. I don't know anything about the particular stuff being asked about in the OP, but our Charter Organization Representative for our Troop (who also happens to be the Cubmaster for the Pack and a super organized teacher as well) handles all our training and other documents this way. Whenever we complete a training, we either send her a screenshot of the certificate, or she takes a picture with her smartphone. What she does after that I'm not sure, although I assume she has a file on her phone or elsewhere of some sort in which to organize all the photos. In this way, whenever she needs documentation for training or other stuff she has immediate access to it and can e-mail it or maybe even text it to where it's needed. I don't see a reason why this wouldn't work with the important documents, however there might be a security risk here if the phone/tablet gets lost, stolen, or otherwise misplaced. Hacking and other such stuff I know nothing about may also be a risk.