Track adoption applications for a dog rescue kennels

[ctdctd]

Hi,

I help out at a local dog rescue kennels.
They have just moved from paper to email adoption applications and are currently managing them in the mailbox - they use Outlook online.
The forms come in as Word docs, PDF's and JPG's.

There are maybe up to 500 live applications at any one time and about 25 adoptions a month.

With the paper based system, they used the form to note things about the applicant and the adoption as it progressed - it would be good if they could do similar online.

So, I was thinking:-
Get all the forms into OneDrive
Create an online spreadsheet with the applicants name, whatever fields they need for tracking, and a link each applicants form.

It would take a couple of days to set up but should be usable ........... or is there a better way?

Requirements:-
Free
Simple to use
Difficult to break
Shared between volunteers at different locations either with PC for updating or phone for reference
Secure
Ideally, available offline on a PC if the internet connection goes down.

Any suggestions / comments appreciated!

[Mr Pointy]

Just be aware that if you go away from paper you will probably encounter GDPR issues as you're now storing personal data in a computer system.

(I'm no GDPR expert so it may be the case anyway for paper documentation though)