Use of Google Alert to track Gavilan College items

One of the ongoing problems at the Gavilan Library is that we are supposed to be keeping the archives of the college, but are not really staffed to do that, nor do we have the space to store much less to organize the historical documents of the college. We do maintain what we are required by law to maintain; board and senate records. However, to at least maintain a quick-and-dirty history of the college that does not require space and not much librarian input would be the following suggestion.

Create a Google "Alert" of the term "Gavilan College" with instructions to report it weekly. Have the reference librarian each Friday download the week's associated documents , saving it in some manner --either online or on disc. Would this work? Are any other colleges doing this? I am uncertain as to what would be the most effective method of retrieval of these saved items, maybe simply a keyword search. Comments?

Don