Online File Storage Webspace

We are a 52 year old company and our business requires us to hold certain records for as long as 12 years. Imagine the number files present on our campus...and simply having them does not help us. We are never able to retrieve the records when we need them...simply because, no one really knows where to look..and even if they do...it would take ages to dig out the right record. Off late we have been scanning and mailing lot of files...to have some track but that is not enough...change of personnel seldom leads to a proper handing over of records...so we need to remove the people dependency. I feel what we need is the ability to store online. A number of portals offer that but thats not all. The files to be stored online...must be searchable. Most people do not name the files properly. Do not put any metadata...in fact a number of them just scan files at jpg and thats not search friendly. What we need is an interface before Upload which forces the individual to put Metadata and to avoid the wrong file types or commonly used name such as "new word document copy 1"... Unless the individual feeds the necessary meta data - he/she cannot upload the file. Based on the meta data - the file name should be created and it should be archived in the right folder. Others can then search and retrieve. User permissions on access needs to be administered.. Finally - looking at portals such as Box - the value added features would help but are optional at this point of time. What we could do is then map this web-drive with Box...since Box does not offer such an interface which forces user to feed meta data. But it does offer the value added features such as collaboration and reports. If you have any queries...please ask. please submit a Basic diagram of the proposed solution to confirm that you understand.