How to secure word docs, access only via username and password?

I have created a CMS (Content Management System) where
residents can access publicly made available word documents
uploaded via the web by authourised members of a residents
association. (no password needed)
password only needed to upload
I have also created a section for excecutive members only
where documents for coming meetings are kept, but are not yet
available to general residents. (password is needed to view these)
All works fine apart from the executive section, all the
documents seem to get 'spidered' no matter what is in the robot.txt
file.
this i know as i have been tracking visitors to it.
the pages are not yet live or in use as i want to be sure
that these 'not for public viewing' file are not viewed until they
are in the public folder.
each section will have their own folder, but google has
'spidered' all pages! it seems that google and other sites are not
taking notice of the robot.txt, i have read on some sites that this
is common. how they do this is beyond me, i though that you could
only spider a site that had a home page and that you follow all
links contained within this initial page.? seems that this is not
the case.
what other methods can i try out that will protect these
files.
(please do not reply with, do not put them on the site!) i
have had this with other forums in the past.
only sesible answers please.
and thank you in advance for your time.

i have been busy looking around but not finding anything.
My PHP scripts at present accept the word docs and store them
in folders, lets say, www.site.com/secretfolder/...
One suggestion is to have them in a database, this is not
idea, but is going to be the last resort.
the idea i like most is to have the outside the root www
folder.
what i am not sure of is how i allow access to them if normal
access can not be used. i.e. www.site.com/myfolder/file.doc
one way that has been suggested is streaming but this
completely eludes me, i first thought streaming was for sound and
video, but that aside, please can someone provide some links to
sites that show some examples or more information on how i do this.
i do not need the file to be uploaded as i can change my
scripts to upload to the new folder that is outside the root www
folder, what i do not understand is how i get the file back from
this outside root folder to the user that is wanting to view it.
my way of thinking is to create a temp folder inside the www
folder but this means that the files will then be available to the
robots again and if i was to have the folder cleaned after the file
is taken what happens if the server or the persons pc was to crash
or something, then the script will not complete and the file will
still be available to view by the robots.
or is their another way

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