What you need to codify is a workflow -- a process -- for creating/updating/deleting data. Without this, you could drop hundreds of thousands of dollars on an OpenText or Documentum CMS and it would quickly become the unmaintainable mess that the current solution has become. As usual, people, not technology, make the difference between a solution that succeeds and one that fails. If you have undisciplined idiots who can't be arsed to provide updated material in a timely manner and comply with reasonable policies and procedures, any shiny blingy new solution is quickly going to become fucked up as well.
I also share others' reservations about choosing a cloud-based solution. The 'cloud' should only ever be used as a backup solution, not a primary one. I'm not saying that Google will go belly-up next week, but you'd be at their mercy because they house your organisation's crown jewels. Also, Google has a habit of decommissioning technologies they view as marginal or simply not providing the profit margins they seek -- and as they're a profit-making enterprise you can't really blame them. If you're going to adopt new infrastructure (and it's vital that you have policies and procedures agreed upon and implemented first), then keep it in-house and only use Google Docs as a backup. With their published API's, it shouldn't be too hard to cron a periodic dump to Docs.