Awesome, thanks for the tips. I've come to the conclusion that a database is absolutely necessary, for the purpose of authentication via email (and will also come in handy for data capture for our clients). No information enters the database however until a user requests a photo.
My new overall flow for this is:
[*]User enters ID (5 digit number), PIN (4 digit number), email address, first and last name
[*]ID, PIN and reference to the file on the server (This is the bit I'm having difficulty with) go to the table "Photo" in their respective fields.
[*]Email, first and last name goes to the table "Customers" in their respective fields
[*]Now I believe a cross reference table is needed in case one user has multiple photos, which combines the records from "Photo" with each email address (Also having difficulty here!)
[*]Customer is emailed with a link to view their photo. The content of said link is updated as new photos are requested by the customer in step 1
My colleague is trying to help with this too, as he has some experience in databasing, just not with MySQL, and not for web.
So far I've created a super simple form that adds ID, PIN, email and names to the correct tables, but just can't figure out how to make the jump to use this data to find a file in the filesystem.
Forgive my noobish cry for help, I'm just trying to learn!