My company used to do physical storage and the documents to another city. It was real donkey work. For more than five years, we have switched to digital storaging. We keep documents in the network of the company, every department has their own folder, thus searching and finding a document is not a problem if you keep them correctly and regularly.
Just wait.
Humans are humans. People are in a rush. There are typing areas, differences in spelling of locations. A million fail points. :) There are solutions that tie these things together though.