keep it on file

USAGE SUMMARY

The phrase "keep it on file" is correct and usable in written English.
You can use it when instructing someone to retain a document or piece of information for future reference. Example: "Please keep it on file for our records in case we need to refer to it later."

✓ Grammatically correct

News & Media

Wiki

Science

Human-verified examples from authoritative sources

Exact Expressions

11 human-written examples

"I'll keep it on file for future consideration".

The New York Times

Federal officials emphasized that data on individual patients would not ordinarily have to be submitted to the government, but they also said that hospitals must keep it on file so federal auditors could check the information.

The New York Times

322 of the N. State Real Property Law, in cities of a million or mor population and in Nassau County, the mortgage itself has to be presented to the recording officer, who must keep it on file for 20 years.

The New Yorker

Officers will store material from each incident and keep it on file for a month unless required for evidential purposes.

BBC

"If we know you are interested, we can always keep it on file and bear it in mind for positions when they are coming up.

Science Magazine

Officers will store material from each incident and keep it on file for a month unless it is required for evidential purposes.

BBC

Human-verified similar examples from authoritative sources

Similar Expressions

47 human-written examples

Each dispensary will need to photo-copy your paperwork and keep it on-file.

WikiHow

If somebody, somewhere, cares enough about a piece of music to turn it into an MP3 file and keep it on a hard drive, there's a decent chance that Napster can find it.

The New York Times - Arts

Mr. Rizack started the practice of saving the ribbon--he keeps it on paper spools in a filing cabinet.

The New Yorker

Whether you post that photo on Instagram or develop it in your own dark room or keep it filed away on a memory card for all eternity, who cares?

Huffington Post

All written documentation should be kept on file as long as possible in case it is needed later [13].

International Journal of Emergency Medicine

Expert writing Tips

Best practice

When instructing someone to "keep it on file", be clear about the type of file (digital or physical) and its location to ensure easy retrieval later.

Common error

Avoid using "keep it on file" when the document or information requires immediate action. This phrase implies storage for later use, not urgent processing.

Linguistic Context

The phrase "keep it on file" primarily functions as an instructional phrase. It is used to direct someone to retain a document or information for future access or reference, as shown in Ludwig's examples.

Expression frequency: Common

Frequent in

News & Media

36%

Wiki

22%

Science

12%

Less common in

Formal & Business

12%

Reference

3%

Social Media

0%

Ludwig's WRAP-UP

The phrase "keep it on file" is a common and grammatically correct expression used to instruct someone to store a document or information for future reference. It is versatile and appropriate for various contexts, including news, wikis, and science, as indicated by Ludwig. According to Ludwig AI, this phrase is usable in written English, making it a reliable choice for clear communication. When using this phrase, clarity regarding the type and location of the file is crucial for easy retrieval.

More alternative expressions

Phrases that express similar concepts, ordered by semantic similarity:

retain it in our records

Focuses more on the act of retaining rather than the specific location (file).

store it for future reference

Emphasizes the purpose of storage for later use.

save it for record-keeping

Highlights the act of saving and the purpose of maintaining records.

archive it for future access

Suggests a more formal or long-term storage solution.

hold it in safekeeping

Implies protecting the document or information while storing it.

preserve it for our archives

Focuses on the long-term preservation aspect of keeping records.

maintain it in storage

Highlights the ongoing nature of maintaining something in a stored location.

lodge it for safekeeping

A more formal or legal term for placing something in a secure location.

place it in the archives

Refers specifically to putting something into an archival system.

log it into the database

Refers to documenting something into an existing digital database.

FAQs

What does "keep it on file" mean?

The phrase "keep it on file" means to store a document or piece of information for future reference or record-keeping.

How can I use "keep it on file" in a sentence?

You might say, "Please "retain it in our records" so we can refer to it later."

What's the difference between "keep it on file" and "keep it on hand"?

"Keep it on file" implies storing something for future reference, while "keep it on hand" suggests keeping something readily available for immediate use.

What are some alternatives to "keep it on file"?

You can use alternatives like "store it for future reference", ""retain it in our records"", or "save it for record-keeping" depending on the specific context.