my suggestion...

1. use hard-copy -- mail it to your 相關人員;
2. not to use .pdf -- i.e. for security, confidentiality and privacy concerns since you do not want to take the ANY risk;
3. for 2) above, do not PDF都POST到一個網站

郵寄費用是一筆錢, then, what would you budget for 2 and/or 3 above?

for IT solution:

a) make the report as .pdf with an appropriate file name;
b) have a database, or excel list: name, number, email;
c) have a s.c.r.i.p.t loop up and SEND, with audit function.

however, post mail is the BEST way since you do NOT want the IT guy to know too much about 2) above.

just a thought.