Compliance Recordkeeping Services for Fintechs
InnReg helps fintechs set up and manage compliance recordkeeping systems that match their products, workflows, and regulatory obligations. Whether you're a broker-dealer, RIA, money transmitter, or operate in multiple verticals, we organize your records so they're accessible and accurate.
The Basics
Why Compliance Recordkeeping Matters for Regulated Fintechs
Compliance recordkeeping means keeping track of the documents, data, and communications that regulators expect you to retain. These include trade confirmations, customer records, onboarding documentation, internal reviews, and emails about regulated activity.
If you're running a regulated fintech, you're required to store specific records for defined periods. These rules are established by regulators like the SEC, FINRA, and state agencies, and they apply regardless of the tools or systems your team uses.
Regulators often ask for records at the start of an audit or exam
Missing or incomplete records can lead to findings or enforcement actions
Proper recordkeeping supports your ability to explain business decisions
Retention rules vary by regulator, and getting them wrong is a common issue
Well-organized records can reduce the time and stress of regulatory reviews
Capture What Counts
You’re expected to retain records related to regulated activities, like communications, approvals, and customer files. That includes emails, chats, and other digital formats.
Follow Retention Timelines
Different rules apply to different record types. Some need to be kept for two years, others for six. Keeping the wrong things or deleting too early can be a compliance issue.
Protect Record Integrity
Regulators expect your records to be tamper-proof or audit-trail-enabled. Once stored, records shouldn’t be altered without tracking.
Make Records Accessible
You may need to provide records on short notice during an exam. Regulators want you to retrieve them quickly and in a usable format.
Maintain Oversight
If you're using third-party storage or archiving systems, regulators still hold your firm responsible for compliance.
Regulatory Expectations
What Regulators Expect From Your Recordkeeping
Recordkeeping rules aren’t one-size-fits-all, but there are common expectations across the SEC, FINRA, state regulators, and others. They care about what you capture, how long you keep it, and whether you can produce it when asked.
Mistakes
Common Recordkeeping Mistakes in Fintech
Only saving emails, while missing Slack, texts, or internal chats that contain regulated activity
Assuming cloud storage tools automatically meet regulatory retention standards
Letting individual teams decide what to save, without a consistent process across the company
Not tracking retention periods, or deleting records too early to save space
Relying on a vendor but never checking if records are actually being captured
Being unable to retrieve specific records when regulators request them
Scenarios
Examples of Recordkeeping Gaps in Fintech
Even well-funded fintechs run into recordkeeping issues when systems don’t grow with the business. These examples illustrate how minor gaps can escalate into significant compliance issues.
Scenario 1
A broker-dealer set retention rules for email but not for internal ticketing or workflow tools.
Key approvals were buried in Jira comments, with no audit trail or archive.
At InnReg, we would review all business tools in use and apply consistent recordkeeping standards across platforms.
Scenario 2
A lending startup built its onboarding flow using a low-code platform, but didn’t retain consent logs from early customers.
A regulator requested documentation during an inquiry, and the firm couldn’t produce the original disclosures.
At InnReg, we’d help rebuild the log capture process and document where and how those records are stored.
Scenario 3
A payments company outsourced compliance file storage to a vendor, but never reviewed the export formats.
When files were requested, the exports were incomplete and failed format requirements.
At InnReg, we’d evaluate vendor settings, confirm export capabilities, and test record production regularly.
Scenario 4
Customer service teams used WhatsApp to troubleshoot account issues with VIP clients.
No records were kept, and some claims during a dispute couldn’t be verified.
At InnReg, we would create a communications policy, review channel usage, and help implement archiving tools where needed.
How We Help
Our Approach to Managing Recordkeeping for Fintechs
InnReg works as an extension of your compliance team, reviewing how your business operates, where records are stored, and how regulators expect you to manage them.
We Map Your Risk Areas
From customer interactions to trading or onboarding flows, we identify where records should be captured and retained.
We Set Up Clear Retention Rules
We help you set timelines based on each record type and licensing obligation, and document them for internal clarity and audits.
We Review Your Storage Solutions
We work with your IT team or vendors to make sure your systems meet requirements like audit trails, backup, and accessibility.
We Define Ownership Across the Team
We help assign responsibility so each department knows what to save, where to store it, and when to escalate compliance questions.
We Support Ongoing Audits and Updates
We help your team test retrieval processes, monitor for gaps, and adjust as tools, teams, or requirements evolve.
Our Team
Meet the Team Supporting Compliance Recordkeeping Services for Fintechs
Resources
Latest Content
Articles
Couldn't find what you were looking for?
FAQ
Frequently Asked Questions
What kinds of records do MSBs need to keep?
Do mortgage lenders have to report data?
What counts as a compliance record?
How long do I need to keep records?
Can I use cloud storage tools like Google Drive or Dropbox?
If I use a vendor to store records, am I still responsible?
Do I need to archive Slack or chat messages?
Do we need a written recordkeeping policy?
What happens if we lose access to old records?
How do we know if we’re capturing everything?
Contact Us
Signs Your Recordkeeping May Need Attention
InnReg works with fintechs that grow fast, use a lot of tools, and don’t always have time to set up perfect systems. If any of these sound familiar, let’s talk:
Your records live across email, Slack, cloud drives, and spreadsheets
Nobody’s sure which records you’re supposed to keep, or for how long
You’re preparing for an audit or exam and scrambling to find documentation
You’ve added new vendors or tools without updating your recordkeeping plan
Your current system doesn’t track who’s responsible for what
As seen on:
