Is there a clever way of opening an image of a file and only using the "real" file during store / access ?

I have a worksheet which acts as a register for various documents.

It will also asign a new number to a new document being created automaticaly based on the last number used.

Problem is that various people will use this register and as far as i know they wouldnt be able to access it "live" all at the same time????

My idea is that when you open the register, it creates an image file which is a snap shot at that instant of the main register but is local to the persons PC

This would mean that various people can do the same thing at the same time without it becoming a problem.

If all they want to do is to view the register thats fine and things like hyperlinks would work ... ( i would imagine??)

Next problem is if they want to raise a new document, in this case the image file would do all the work in gathering the information   e.g.

Title of document, creator, date, revision number etc etc

Next step is that the image file would have to access the "real file" and check for the latest available document number, write all the information to the register, close the real register again but once again create a new image of it on the local PC.

Hope this explains what i am trying to do but in short i need
1.  to have multiple access for the information stored on the real register
2.  at the point of creating a new entry it woudl have to access the real register and create a new entry
3.  copy an image of the real register to the local PC
4.  close the real register to make it available to others.

If there is a better way to do this then please feel free to ignore above....

Any help much appreciated

Thanks

Gordon