WHY IT MATTERS Duplicate files cause confusion, outdated work, and accidental use of the wrong version. BEST PRACTICES Use a single shared location for team files, name versions clearly, and archive old drafts. BEFORE CREATING A COPY Search first. Check whether a current version already exists. WHEN COPIES ARE NEEDED Label them clearly as draft, review copy, export, backup, or archive. CLEANUP Delete or archive duplicates after the final version is approved.