This can create a mess in a project environment and it is something I see too often! Project team members often download and copy documents to a server, hard drive, desktop, email, USB, Dropbox - the list goes on.
The problem - VERSION CONTROL! If documents are saved in all these places it is difficult to manage versions and your teams will be referring to out of date information. It also wastes time searching for the correct information.
Save your project information in ONE place and audit your information to ensure duplicates do not exist. This will greatly enhance searchability as your team will be able to find the correct information much quicker and you will have peace of mind that they are working to the correct version.