file maintenance

(computer science) Data-processing operation in which a master file is updated on the basis of one or more transaction files.

(1) The periodic updating of master files. For example, adding/deleting employees and customers, making address changes and changing product prices. It does not refer to daily transaction processing and batch processing (order processing, billing, etc.).

(2) The periodic reorganization of the disk drives. Data that is continuously updated becomes physically fragmented over the disk space and requires regrouping. An optimizing program is run (daily, weekly, etc.) that rewrites all files contiguously.

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Procedure that keeps computer files current by applying all necessary transactions (adjustments) against the file. A file maintenance procedure must be performed prior to generating any output, such as labels, reports, or list rental selections, from the file. Transactions include changes of address, addition and deletion of records, application of payments to credit orders, and so forth. In on-line systems, file maintenance is performed continuously. In batch systems, it is scheduled according to the frequency with which output must be generated. See also update.