Digitized files only need to be physically duplicated for two reasons:

• When one copy of the data needs to be updated while the original copy needs to remain unchanged. For example, a blank template form needs to be copied before the actaul data can be filled in and saved in its completed format;
• When the original data is at risk of being damaged or lost (due to possible changes in access privileges to the files, maybe).

However, files are often being copied for other reasons within the existing systems. For example, in order for the same files to be able to "appear in multiple places" for different needs of different users at different times, "hard" copies, links, shortcuts, etc. will be needed by the "file managers". Maintaining and managing such copies will be a lot harder than one may think.