keep on file

USAGE SUMMARY

"keep on file" is correct and usable in written English.
You can use it when you are talking about storing information or documents in a safe and secure place so that you can easily access them later. For example, "I'll keep your resume on file for future reference".

✓ Grammatically correct

News & Media

Academia

Wiki

Human-verified examples from authoritative sources

Exact Expressions

22 human-written examples

You may want to send one to school with each child to keep on file.

WikiHow

Bring them your medical records to copy and keep on file.

The New York Times

The states were also required to keep on file, along with those permits, data on each site's compliance with those rules.

The New York Times

If it is, open your fingerprint program, delete your old prints and try "re-enrolling" a new set of prints for the reader to keep on file.

The New York Times - Tech

The company is introducing Google Checkout today, a service that will allow users to make purchases from online stores using payment and shipping information they keep on file with Google.

The New York Times - Tech

With new financing, she said, the agency recently hired 41 "forensic auditors" to scrutinize employment eligibility verification forms, known as I-9's, that companies are required to keep on file for every employee they hire.

The New York Times

Human-verified similar examples from authoritative sources

Similar Expressions

38 human-written examples

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

International Journal of Emergency Medicine

Even as complaints pile up, site moderators urge users to keep on filing.

The New York Times

"Skinheads waiting for war at Zion," blared one newspaper headline that Lankford keeps on file.

The Guardian

All tips were kept on file.

The New Yorker

Applications will be kept on file in the FSAP office.

Cornell University

Expert writing Tips

Best practice

When using "keep on file", ensure the context clearly indicates who is responsible for maintaining the files and where they are stored. For example, "The HR department will keep your application on file for six months."

Common error

Avoid assuming that something "kept on file" will be actively reviewed indefinitely. Specify the retention period and review frequency to avoid miscommunication. For example, instead of "We'll keep your suggestion on file", say "We'll keep your suggestion on file for review during our quarterly planning meetings."

Linguistic Context

The phrase "keep on file" functions as a phrasal verb indicating the action of storing something systematically. As Ludwig AI confirms, it is a correct and usable expression. The examples demonstrate its use in contexts where information is preserved for future reference or compliance.

Expression frequency: Common

Frequent in

News & Media

42%

Academia

38%

Wiki

12%

Less common in

Science

8%

Formal & Business

0%

Reference

0%

Ludwig's WRAP-UP

In summary, the phrasal verb "keep on file" is a common and grammatically sound expression for indicating the systematic storage of information for later access. Ludwig AI confirms its validity. Usage is prevalent in news, academic, and professional settings. To ensure clear communication, specifying the retention period and access protocols is always a plus.

More alternative expressions

Phrases that express similar concepts, ordered by semantic similarity:

retain on file

This alternative is slightly more formal and emphasizes the act of holding onto the information.

store on file

This alternative highlights the act of saving the information for future use.

maintain on file

This suggests an ongoing effort to keep the information current and accessible.

hold on file

This alternative is very similar, but perhaps slightly less formal than "retain".

archive

This implies storing the information for historical or long-term preservation.

keep a record of

This focuses on the act of documenting or tracking information.

preserve

Emphasizes protecting the integrity of the data over time.

log

Implies creating a systematic record of events or data.

document

Focuses on formally recording information, often in a standardized format.

catalog

Implies organizing information for easy retrieval.

FAQs

What does "keep on file" mean?

The phrase "keep on file" means to store a document or piece of information in an organized manner so that it can be easily retrieved later. It suggests a system or process for managing records.

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

You can use "keep on file" in a sentence like this: "The university "will keep on file" all student records for at least five years."

What is a more formal alternative to "keep on file"?

A more formal alternative to "keep on file" is "retain on file". This option is better suited for professional or academic contexts.

Is it correct to say "kept on file" instead of "keep on file"?

Yes, "kept on file" is the past tense of "keep on file". For example, "The signed document was "kept on file" in the main office".