Hello Mr. Dean.
I think you already have the answer for this. But a way to explain this is, this is legal jargon. I'm not a lawyer, but when translating legal documents, you want to be sure, you use the legal language, which some times is even hard to understand for a native speaker, this because these documents try to avoid double sense in sentences or words that can be misinterpreted. So in these cases you try to translate meaning and not words, but keeping the legal jargon.
By other hand, on you example #3, "record on file" will be "registro en (el) archivo", because " registro archivado" which literary means "archived record" may give a little different idea.
I hope this helps.
Regards,
Marcos