First, you may have forgotten to upload the image you mention, but not worried.
I understand the desire to solve your own problems, I am the same way.  What I have had to learn is when to start asking for help.  With the task you have presented here, the sooner you get outside help, the sooner you can move forward.

Structured data, simply look at an Invoice as an example.  There are elements that are common across them.  You have a Customer Address and possibly a Billing Address.  There are common elements to these, a street address or PO Box, a city name, a state or province, a country, a zip code or postal code (and maybe not if you look at some countries).  Looking at the line items, you again can see a structure for the data.

Unstructured data, yes, things like Word documents and PDF files.  These can be searched using full text search software.  SQL Server has full text capabilities and can search documents with the appropriate filters installed.

We have used Adobe Connect, WebEx, and even Google Hangouts to support collaboration between remote sites.  While in Afghanistan Google Hangouts was used to link teams together in Afghanistan to teams in Florida, Virginia, and Colorado while working resolve various technical issues we encountered.

Overall, what you are trying to accomplish actually sounds quite intriguing as well as challenging.  Hopefully you aren't doing this all alone have at least some help from others in your organization.  This is really a lot for one person to tackle by themselves.  When I have more time I would love to add more to this conversation.