kept on file

USAGE SUMMARY

The phrase "kept on file" is correct and usable in written English.
It is typically used to indicate that a document or piece of information is stored for future reference. Example: "All employee records are kept on file for a minimum of five years to comply with legal requirements."

✓ Grammatically correct

News & Media

Academia

Science

Human-verified examples from authoritative sources

Exact Expressions

60 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

An I-9 form is supposed to be filled out within 3 days of a person starting work and then kept on file.

Forbes

All tips were kept on file.

The New Yorker

These prophecies are kept on file in the Church archives.

The New Yorker

Complete medical backgrounds are taken and kept on file.

The New York Times

Applications will be kept on file in the FSAP office.

Cornell University

These documents are kept on file in OEB Administration.

Harvard University

These will be kept on file at the Snack Shack.

University of California, Berkeley

Additionally, MSDS are not public records kept on file by federal officials.

The New York Times

Once the formula is set, it is kept on file for reorders.

The New York Times

Application materials from all programs are kept on file for two years.

Columbia University

Expert writing Tips

Best practice

Consider the audience and formality of the context. While "kept on file" is generally acceptable, more formal alternatives like "retained in records" may be more appropriate in certain professional settings.

Common error

Avoid assuming that because something is "kept on file", it is easily accessible or actively managed. Clarify the accessibility and management procedures separately.

Linguistic Context

The phrase "kept on file" functions as a passive verb phrase, indicating that something has been stored or maintained for future use. Ludwig AI confirms its common usage in various contexts.

Expression frequency: Very common

Frequent in

News & Media

38%

Academia

25%

Science

23%

Less common in

Wiki

8%

Formal & Business

6%

Ludwig's WRAP-UP

In summary, the phrase "kept on file" is a grammatically sound and frequently used expression to describe the act of storing information for future reference. Ludwig AI confirms its correctness and usability across varied contexts. It’s commonly found in news, academic, and scientific writing, and its meaning is generally clear. When using this phrase, ensure the context specifies what is being stored and where. Alternatives like "retained in records" or "stored for reference" may be suitable depending on the desired level of formality.

More alternative expressions

Phrases that express similar concepts, ordered by semantic similarity:

retained in records

Focuses on the act of maintaining records rather than the specific act of "keeping" them.

stored for reference

Emphasizes the purpose of storage, which is for future reference.

archived for future use

Highlights that the item has been archived, suggesting a more formal or permanent storage.

maintained in our database

Specifies the location of storage as a database, implying digital record-keeping.

placed in safekeeping

Suggests that the item is not only stored, but also protected.

logged for later retrieval

Highlights that the item has been logged, suggesting structured recording for easy access.

documented for posterity

Implies a historical significance of the stored item.

cataloged for future access

Indicates a system of cataloging to facilitate retrieval.

preserved for record-keeping

Highlights the preservation aspect of the storage process.

secured in archives

Suggests storage in a secured archive for long-term preservation.

FAQs

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

You can use "kept on file" to indicate that a document or piece of information is stored for future reference, such as "All employee records are "kept on file" for a minimum of five years to comply with legal requirements".

What are some alternatives to "kept on file"?

Alternatives include "retained in records", "stored for reference", or "archived for future use", depending on the specific context and the nuance you wish to convey.

Is it better to say "kept on file" or "maintained on file"?

Both "kept on file" and "maintained on file" are acceptable. "Maintained on file" might imply a more active or ongoing process of upkeep, while "kept on file" simply indicates storage.

How long should documents be "kept on file"?

The appropriate retention period depends on legal, regulatory, and business requirements. Consult relevant guidelines to determine how long specific types of documents should be "kept on file".