Compliance for SEC & FINRA Rules in Communications
Securing Records, Avoiding Fines: The MailSPEC Advantage
The SEC and FINRA regulators do not just ask you to save records – they demand that those records be tamper-proof, easily accessible for eDiscovery, and always ready for an audit without excuses. MailSPEC offers a suite of compliant tools for broker-dealers, investment advisers, clearing firms, Venture Capital firms, and other financial service providers who know that a single misstep in record-keeping or data control can be disastrous.
Real-Life Scenarios Where MailSPEC Makes SEC & FINRA Compliance Painless
1. An Advisor Sends a Quick Text to a Client Outside Office Hours
Your team member shoots off a quick message about a market update on their phone, but that message still needs to be captured under SEC Rule 17a-4 and FINRA policies.
Our JACE system automatically captures and archives the message in a compliant storage format including policy meta data
Our on-deck AI-powered policy engine applies on the right retention and meta tags for contextual rules – no extra steps or user training required.
Client side encryption ensures end to end security, while applied policies are done on-channel for compliance
No more scrambling to recover off-channel texts during audits – everything's already logged and ready for archival or audit trails.
2. Sending a Sensitive Document to a Client
Instead of attaching it to an unsecured email or using Dropbox, you just use Compliant PassLink.
You can simply drag and drop the document from your desktop, Outlook or CRM
The system encrypts the file before upload, applies policy meta data and sends a secure access link
The recipient has to verify their identity before viewing, and optional disclaimers or notice information
No more worrying if that link got forwarded or opened by the wrong person – PassLink keeps every transfer audit-tracked and compliant.
3. Traders Chatting About a Big Trade
Instant messaging helps teams move fast, but under FINRA and SEC rules, those chats have to be recorded and supervised.
Our Pulse system gives you a chat experience that feels just like WhatsApp, but it's fully compliant and has policies applied
Every conversation is archived immutably – tied to user role policies – and compliance teams can retrieve any chat in minutes with eDiscovery
It feels just like personal chat communication, except this time you are not at risk for compliance violations.
4. Responding to a Regulator’s Audit Request
You get an SEC or FINRA inquiry asking for two years of archived communications – normally a nightmare, but not with JACE (Journaling, Archival, Compliance, and ESCROW)
Every message, file, and chat is indexed with instantly searchable metadata
Records are stored in tamper-proof format with timestamps and retention policies
Role-based access controls data visibility
Export data in regulator-friendly formats within hours by ESCROW
No more overnight searches or piecing together data across systems – JACE has it all ready before the examiners finish their coffee.
Why SEC & FINRA Compliance Officers Choose MailSPEC
Direct Alignment with Critical Rules
SEC Rule 17a-4(f): WORM storage and indexed archival of records
FINRA Rule 2210: Capture and supervision of communications with the public
SEC Rule 204-2: Books and records for investment advisers
Proactive Policy Enforcement
Real-time monitoring…
Operational Benefits for IT and Compliance
Seamless integration with Microsoft 365 and Oracle NetSuite – drop-in compliance without pain
SDK for trader, patient records, and asset management applications – no more clunky integration
No new portals, passwords, or retraining required – our system just works inside the communications systems
Sovereign cloud deployment keeps data within your legal jurisdiction – peace of mind with data integrity
No sharing, scraping, or third-party access to records or metadata – AI is on-deck, and so is encryption
What Compliance and IT Leaders Love About MailSPEC
Native Integrations: Works directly within Microsoft 365, Oracle NetSuite, and major financial platforms – no extra apps or workflows for you to learn
Instant Policy Enforcement: Automated retention, encryption, and journaling policies apply without any user training or manual setup hassle
Sovereign and Private Cloud Options: Keep client data within your legal jurisdiction – meet cross-border data residency requirements with ease
Immutable Recordkeeping: All…
SEC & FINRA Compliance Made Simple with Core Tools
EasyCrypt - Email Encryption, Journaling & More
Encrypts your emails and attachments with end-to-end encryption - and that's not all
Journals all messages in a WORM (Write Once, Read Many) or Air Gap storage setup via JACE - because we know how important security is
ON-deck AI policy engine that can detect potential regulatory violations before you even send - avoid fines and penalties
Our native Outlook and Office 365 experience makes it easy to get started - even for the most tech-phobic users
And of course, integration to Oracle NetSuite is perfect for Entries wide drop-in compliance
Pulse - Chat Like a Pro with Encryption & Archival
Think of Pulse like WhatsApp, but for work - minus the security risks
WORM-compliant message storage
On-channel messaging solution that works on mobile, web, and includes SDK
Escrow controlled eDiscovery by policy-enforced retention rules
Compliance tagging and access controls in real time
On-deck AI policy engine never leaks information, preventing mistakes before they happen
PassLink - Secure File Sharing Just Got a Whole Lot Easier
Quantum-safe encryption for peace of mind - both in transit and at rest
No more password sharing - authenticated file access with audit loop
Set your own expiration horizon and view-only controls so you can control who sees what
Return receipts, "agree to" and notification templates - because sometimes you just need to prove it
And of course, full audit logs and JACE archival support - just in case
JACE - The Journaling, Archival, Compliance & Escrow Engine
Indexing, journaling, and storing communications in an immutable way - because is not optional
Meets all SEC 17a-4 and FINRA recordkeeping rules - no need to stress about compliance
Metadata tagging for policy classification and retrieval - because organization is key
Escrow and role based access policies to prevent deletion or tampering
MailSPEC in Action: SEC & FINRA Compliance Made Easy
Supervising Your Registered Reps
Get broker-dealer communications under control and make reviewing them a breeze FINRA Rule 3110, no problem
Cybersecurity - the Elephant in the Room
Prevent credential phishing and unauthorized access with our biometric login protections, as simple as that
Multi-Entity Archiving - No More Headaches
Need to…
Frequently Asked Questions: SEC, FINRA, & MailSPEC
Is Your Archival Solution up to Snuff with SEC Rule 17a-4?
Yeah, built to specifications (SPEC). WORM storage with Air gap option, and meets all indexing and retrieval requirements - it is made for compliance
Can You Apply Different Retention Policies for Different Business Lines?
You bet. JACE supports multi-tenant and policy-specific retention controls - we have support for global organizations facing EU, Japanese and local regulations.
Do Your Solutions Play Nice with Office 365 and Oracle NetSuite?
Absolutely - native integrations to reduce friction and make compliance easier
What if Your Advisors Stick to Using WhatsApp or iMessage?
These apps are the main source of FinTech fines today - Pulse replaces off-channel messaging for compliance
How Quickly Can You Retrieve Records for an Audit?
JACE only takes a few hours at most to get you the records you need - Secure role-based ESCROW for compliance.