They come from a variety of sources: ArcGIS, Google maps, but most are hand drawn on pre-existing watershed maps and then scanned.  Ultimately I hope they go to one source, like ArcGIS (which right now get printed as pdf's). I was trying not to rock the boat too much with their previous methodology(non-Access - hand written data forms and hand drawn maps - both of which they were scanning)and was excited, then disappointed when I showed them the linked OLE object function.  

For the time being it looks like the choices are 1) work with big access files (each recordw/pdf link = 7 Mb X ~100 records/year)or 2)have them double click on the form's OLE box and then print the data part of the report.