Ignoring your suggestions for implementation for the moment, it sounds like what you want is a search engine that returns actual data, not meaninless webpages. Which sounds nice and all, but if it's a third party program, wouldn't returning just the data be a copy right violation?
Addressing your implementation ideas, at first read it sounds like you want all of this to be done manually?! You send an email to the list and everyone reads it and possibly responds?