We're reaching a critical mass with our searches and reports. Even the most knowledgable users aren't sure which search to use when and I get lots of requests to create reports that essentially already exist.

So, how do you organize specifications about your searches and reports and communicate what's available to your users? We also want to have a better handle on which roles have access to certain information.

My first inclination is to trim what's available and then divide and conquer. Identify the core functionality of each search and the core users. Make sure that group has the documentation they need and potentially cut off access for other roles if necessary.