Renaming, sharing files from a Mac to a PC

I am the Training Coordinator for a Police Department that employees 150 people (Officers and civilans). A major part of my job is documenting and recording all training that is attended annually. As a frame of refrenec when you add up all the mandatory training you come to about 1,400 items. Now mulitply that number by all the paperwork that is generated per event and you come out with a huge number.

__My old workflow would be:__
* Manually short the documents and scan them to a network folder;
* Go to the folder preview the files and rename them;
* I would then drag and drop them into the individual Officer's folder.

These are just a few of the major issues:
* Occupy majority of my day;
* Remember the Naming of format was always an issue;
* The drag and drop was not the most effective way of file moving;

As fate would have it I came across a 2009 iMac that was abandoned in our Detective Bureau. A week later I dumped about 50 thousand documents into my "Work" database.

THIS IS THE ISSUE ,
Since I'm on the Mac the IT company that runs our network says I can't be on the network. I'm afraid that the powers that be will make me revert back to a PC due the network issue.

I saw that I can share data bases through the server settings in preferences.
__What I want to do is:__
Save the scanned files into a Dropbox folder that I will share with my coworkers;
I would like to use Hazel to rename the files based on contents;
Make a duplicate of the file;
Import the originals to DTO;
and leave leave the duplicates so they can be downloaded by a coworker using a PC.

Is this possible?

Hard to say without more details.

How do you want to rename the files? What info from the contents do you want to extract?

Don't know what DTO is. Could you elaborate?

Note that Hazel does have a 14 day trial. Just download and install it. I suggest running it on some test files so you can get a feel for what it can or cant' do.