Automated distribution of email alert

I am an intern with a media company in Malaysia. I am asked to find out if there is any way to make the emailing system more user-friendly.

Currently, our clients send out emails (i.e. updates of media etc) to several ppl whom they know in our company. Take for example, 2 ppl in our company gets the same email & thinks that ppl in the Indoor Media Dept should know of the contents in the email received. Instead of selecting one by one, the 2 ppl will just send to all (including Finance & unrelated depts), thus clogging up everyone's mailbox.

The company suggests that there'll be a centralized email which receives all emails. This system will then categorize the emails (i.e. Indoor Media, Outdoor, Finance. etc) and automatically send out Alerts to the right recipients (only selected ppl get the alert). The receipients could then retrieve the emails archived.

Is there any way that this could be implemented in the Microsoft Outlook? Like the Shared Mail implemented in Lotus Notes by IBM...All feedbacks are higly appreciated.