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The phrase "are on file" is correct and usable in written English.
It is typically used to indicate that certain documents or records are stored and available for reference.
Example: "All employee records are on file at the human resources department for review."
Alternatives: "are stored" or "are archived".
Exact(32)
There are many companies that are "on file" confidentially, but have not yet gone through with the IPO process.
Some of these buildings don't even check signatures, even though all the signatures are on file".
Just because facts are on file at the courthouse doesn't mean someone wants them featured in a mass mailing.
A few guesses at each are on file with the State of California, in whose custody he now resides.
More than 300,000 doctors' referrals for medical cannabis are on file, the bulk of them from Los Angeles, according to Americans for Safe Access.
Since Daca was created by executive order, it can be canceled the same way, leaving enrollees vulnerable because their personal details are on file with their applications.
Similar(26)
His sizes were on file.
Shouldn't that have been on file?
No certificate of occupancy was on file with the Department of Buildings.
But once bad information is on file, removing it can be difficult.
Mr. Mayfield's fingerprints were on file because of his Army service.
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Since I tried Ludwig back in 2017, I have been constantly using it in both editing and translation. Ever since, I suggest it to my translators at ProSciEditing.

Justyna Jupowicz-Kozak
CEO of Professional Science Editing for Scientists @ prosciediting.com