How to create and best utilize a central portfolio of documents for sharing?

I'm a teacher who is part of a group of teachers that service different schools and we only see each other once a week, yet we use a lot of the same forms that are required. I want to create a portfolio for our group that would include folders with forms that need to be shared as well as individual folders for each of the teachers where they can upload documents, access them as well as share them with other teachers. I'm a mac user, but the rest of the group are pc users. We all have adobe acrobat pro 9.
How does everyone go about sharing new documents they have uploaded with others? (Do they have to send a link to every member every time they upload a new file in order for them to access it?) Is there a shortcut?
Please advise.
Thanks
Jose Arroyo

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