Hi Kerry,
Provided
someone has permission to store the files there, that someone shouldn't need to be you - simply send them the updates when required.
A 'Document_New' macro for the template, to update & unlink the INCLUDETEXT & INCLUDEPICTURE fields in any newly-created documents would look like:
Code:
Private Sub Document_New()
With ActiveDocument.Sections.First.Headers(wdHeaderFooterPrimary).Range.Fields
.Update
.Unlink
End With
End Sub