Storage is cheap, time is generally not. The time you spend looking for where that specific file is stored, is costing you greatly. Now multiply that by the number of staff, clients and files you have, and you can see that having organised and consolidated copies of your data is well worth the time and effort that you save in looking for the information.
Many businesses underestimate the usefulness of having effective documentation of their systems and procedures. Having one, or a few, staff members holding the key knowledge is extremely risky for a business' continued operations. If that staff member becomes ill, resigns or is otherwise unable to perform their duties, this has been known to bring a company down due to not knowing what their procedures are.