I don't think seacue has quite grasped this although the word "database" was correct, just not quite at the simplistic level he was suggesting (and I'd suggest you stay well away from anything that runs on DOS !).
number is growing - hence my need to address this)
and
Does anyone know of a suitable piece of software we could use to provide this ?
Which begs two questions:
(1) Are you going to be looking at this as an investment or a cost ? i.e. are you looking to be a cheapskate or do you want something that will scale and last you a few years ?
(2) What about the regulatory compliance aspect ? I assume you'll have to keep copies ? Are you going to keep document management separate and just want what is basically an advanced mail-merge (but way beyond what secue would call mailmerge !) ? Or do you want integrated document management features too ?