to keep on file

USAGE SUMMARY

The phrase "to keep on file" is correct and usable in written English.
It is typically used in a professional context to indicate that a document or information will be stored for future reference. Example: "Please send me your updated resume, and I will keep it on file for any future job openings."

✓ Grammatically correct

News & Media

Wiki

Science

Human-verified examples from authoritative sources

Exact Expressions

12 human-written examples

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

WikiHow

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

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

Anyone with a chronic medical condition — from asthma to diabetes to an eating disorder — should consider having medical records sent to the college health service to keep on file.

The New York Times

The bill would expand the range of digital information that internet service providers have to keep on file, so as to give the security services the ability to monitor messages sent on services such as Skype.All this may come to little.

The Economist

Human-verified similar examples from authoritative sources

Similar Expressions

48 human-written examples

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

The New York Times

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

International Journal of Emergency Medicine

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

The New York Times

Purchase and download video files to keep on your electronic device to play and watch at any time.

WikiHow

While feedback on patient smoking status was not provided in this study, previous data has indicated that a majority of patients would be happy for this type of information to be kept on file and provided to their doctor to inform provision of clinical care [ 23].

BMC Family Practice

Expert writing Tips

Best practice

When instructing someone to provide documentation, use "to keep on file" to clearly state that the documents will be stored for future reference. For example: "Please provide copies of your certifications to keep on file."

Common error

Avoid using "to keep on file" when the intention is immediate use, not long-term storage. Instead of saying, "I need your ID to keep on file," say "I need your ID for verification."

Linguistic Context

The phrase "to keep on file" functions as an infinitive phrase, often used as part of a verb phrase. It typically indicates the purpose or intention behind an action, namely, the storing of information for future access. As shown in Ludwig, this phrase communicates the intent to retain data for later use.

Expression frequency: Common

Frequent in

News & Media

40%

Wiki

30%

Science

30%

Less common in

Formal & Business

0%

Encyclopedias

0%

Reference

0%

Ludwig's WRAP-UP

In summary, the phrase "to keep on file" is a grammatically sound and frequently used expression to indicate that information or documents will be stored for future reference. According to Ludwig, it’s commonly used in professional and administrative contexts across news, wiki, and scientific domains. When employing this phrase, ensure it clearly conveys the intention of long-term storage rather than immediate use, and consider more formal alternatives like "retain for future reference" when appropriate.

More alternative expressions

Phrases that express similar concepts, ordered by semantic similarity:

to retain for future reference

This alternative is more formal and emphasizes the act of keeping something for later use.

to store for record-keeping

This alternative focuses on the maintenance of records, implying a more systematic approach.

to save for later access

This alternative highlights the accessibility of the stored information.

to archive for future use

This alternative suggests a more permanent form of storage, often for historical purposes.

to document and preserve

This alternative emphasizes the dual action of documenting and maintaining the information.

to hold in safekeeping

This alternative implies a secure and protected storage method.

to maintain in the archives

This alternative specifies a formal archival system for storing the information.

to catalogue and store

This alternative highlights the organization and storage aspects.

to digitally preserve

This alternative specifies the use of digital methods to maintain the information.

to log and secure

This alternative emphasizes the recording and protection of the information.

FAQs

How do you use "to keep on file" in a sentence?

You can use "to keep on file" to indicate that a document or piece of information will be stored for future reference. For example, "The company requires all employees to submit their updated contact information "to keep on file"."

What can I say instead of "to keep on file"?

You can use alternatives like "retain for records", "store for future reference", or "archive" depending on the context.

When is it appropriate to use the phrase "to keep on file"?

It is appropriate to use the phrase "to keep on file" when you are referring to storing information or documents that may be needed in the future. This is common in business, legal, and administrative contexts.

Which is correct, "to keep on file" or "to keep in file"?

"To keep on file" is the correct and more commonly used phrase. "To keep in file" is less idiomatic and not typically used in standard English.