Organizing and storing files taxonomically is the ideal way of documentation storage or a part of knowledge management.
From your description, I understand that though they have store the certification and files electronically but not organized. Our clients have also faced a similar situation then they adapted to a more organized way of documentation and storage using Document360- A Knowledge management tool.
At Document360 you can do a granular search on all the files stored instantly. All the files stored can be indexed and made available quickly during the search. Also with category manager, you can store the file in a tree view structure making it easy to navigate for the users.
You can store digital assets like photos and videos on the Drive feature allows you to store an enormous amount of files in an organized way and can reuse them whenever necessary.
With the version control feature, you find out what changes were made to the original documentation by whom and when. Backup and restore options are available on automatic or manual settings.
It can also integrate with other third-party tools just like any other top SaaS application making your life easier in a single dashboard.
Take a free trial or book a demo to understand how Document360 can help you.