maintained on file

USAGE SUMMARY

The phrase "maintained on file" is correct and usable in written English.
It is typically used in contexts where documents or information are kept for future reference or record-keeping purposes. Example: "All employee records are maintained on file for a period of seven years in accordance with company policy."

✓ Grammatically correct

News & Media

Science

Wiki

Human-verified examples from authoritative sources

Exact Expressions

1 human-written examples

He said: "I... have seen the original vital records maintained on file by the Hawaii State Department of Health verifying Barack Hussein Obama was born in Hawaii and is a natural-born American citizen".

The Guardian

Human-verified similar examples from authoritative sources

Similar Expressions

59 human-written examples

The name and address file is maintained on a computer that is separate from the questionnaire data.

BMC Psychiatry

Fully automatic and unsupervised analysis of the three sample datasets presented in this paper is available in the supplemental Additional file 7: Code S2, Additional file 8: Code S3, Additional file 9: Code S4, also maintained on GitHub [25].

Advanced Structural and Chemical Imaging

After I had waited three years and a month, the State Department independently provided five pages of a file that it maintained on Algren.

The New Yorker

It listed nearly 90 corporations, from Alcoa to Wells Fargo, providing a glimpse of the vast electronic file that Brookings maintained on donors and prospects, and the benefits it might offer.

The New York Times

The registry file has been maintained on computer since 1989.

British Journal of Cancer

No-one associated with the study had access to both the named WACHS data and the de-identified linked file, which was maintained on a separate secure server at a separate site.

BMC Public Health

This much is clear when you walk into the Baxter St. gallery at the Camera Club of New York and are visually assaulted by the dearth of documents culled from the files the FBI maintained on Barnette's father Rodney, who was the founder of the Black Panther Compton chapter barely readable, covering the long, main wall.

Vice

This much is clear when you walk into the Baxter St. gallery at the Camera Club of New York and are visually assaulted by the dearth of documents culled from the files the FBI maintained on Barnette's father Rodney, who was the founder of the Black Panther Compton chapter barely readable, covering the long, main wall.

Vice

Data files for older versions such as database dumps, sequence files and BLAST databases will be maintained on the CPGR FTP server.

Database : the journal of biological databases and curation

Data files stored within a repository are maintained on a local filesystem on the server hosting the repository.

Journal of Cheminformatics

Expert writing Tips

Best practice

When using "maintained on file", ensure that the context clearly indicates who is maintaining the file and where it is located, enhancing clarity and credibility.

Common error

Avoid using "maintained on file" without clarifying access restrictions; specify whether the information is publicly available or confidential to prevent misunderstandings.

Linguistic Context

The phrase "maintained on file" primarily functions as a passive construction indicating that something (e.g. a document or piece of information) is being kept or stored systematically. Ludwig AI confirms its correct usage in contexts related to record-keeping.

Expression frequency: Uncommon

Frequent in

News & Media

30%

Science

30%

Wiki

15%

Less common in

Formal & Business

10%

Academia

5%

Reference

5%

Ludwig's WRAP-UP

In summary, the phrase "maintained on file" is a grammatically sound and understandable way to express that something is being officially kept as a record. While Ludwig AI confirms its correctness, it's important to consider the context and access restrictions when using it. Alternatives such as "kept on record" or "stored in the files" might be more appropriate depending on the intended meaning. The phrase appears most frequently in news, media and scientific content.

More alternative expressions

Phrases that express similar concepts, ordered by semantic similarity:

kept on record

This alternative emphasizes the act of formally recording information.

stored in the files

This phrase highlights the physical or digital location where data is kept.

retained for reference

This suggests that the information is kept specifically for future consultation.

available on record

This highlights that the information is accessible for viewing or use.

documented for posterity

This alternative indicates a long-term preservation of information.

archived for future use

This suggests that the information is kept in a formal archive system.

on permanent record

This emphasizes the permanence of the record.

preserved for documentation

This stresses the purpose of keeping something is for official documentation.

cataloged for future access

This indicates information is organized for easy retrieval.

logged for tracking

This implies the information is kept for monitoring or tracking purposes.

FAQs

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

You can use "maintained on file" to indicate that information is kept for future reference, such as "All employee records are "maintained on file" for seven years".

What are some alternatives to "maintained on file"?

Alternatives include phrases like "kept on record", "stored in the files", or "retained for reference" depending on the context.

What does it mean when a document is "maintained on file"?

It means that the document is officially kept and stored as a record, usually for legal, administrative, or historical purposes.

In what situations is it appropriate to say something is "maintained on file"?

This phrase is appropriate in formal or professional contexts where record-keeping is important, such as legal, medical, or business settings.