| At a Glance: 5 Tips for RIA text message archiving – Create a written policy that defines when and how employees can use text messaging for business. – Use a business texting platform instead of personal phones whenever possible. – Archive business text messages using a compliance-focused solution such as Smarsh or Global Relay. – Review your Microsoft 365 roadmap if you’re considering Microsoft Teams Phone and SMS capabilities. – Treat text messaging like email — if it’s a business record, it should be managed and retained appropriately. |
Unmanaged Messaging Is the Real Risk, Not Texting Itself
Text messaging is normal at many businesses. Clients often prefer it for scheduling meetings, confirming appointments, or asking quick questions.
Many firms have invested significant time and money archiving email, yet business text messages still happen on personal phones with no oversight or retention. That creates unnecessary compliance risk.
From an IT compliance standpoint, business text messages should be treated the same way as email: they are records of firm communications and need to be captured, retained, and supervised accordingly.
The goal isn’t to eliminate texting. It’s to ensure business communications are captured and archived consistently, regardless of channel.
FAQs about Text Archiving from RIAs
Most firms aren’t asking whether they should archive text messages.
They’re asking questions like:
- Can advisors use their personal cell phones?
- Is SMS different from iMessage?
- What about Android phones?
- If we use Microsoft 365, doesn’t Microsoft already archive everything?
- Can we just tell employees not to text clients?
- Do appointment reminders count?
These are reasonable questions because there isn’t a single product that solves every scenario.
The answer depends on how your firm communicates with clients.
Start With a Communications Policy
Technology should support your policy—not replace it.
Every RIA should have a documented policy that answers questions such as:
- Which communication methods are approved?
- Are employees permitted to use personal devices?
- What business conversations may occur over text?
- How are messages retained?
- What happens if someone uses an unapproved communication method?
A clear policy gives employees direction and makes technology decisions much simpler.
If Texting Is Important, Use a Business Platform
If texting is part of your client experience, don’t rely on personal messaging apps.
Many RIAs choose business VoIP systems that include SMS capabilities, allowing employees to send and receive text messages using their business phone number from their computer or mobile device.
Platforms such as Zoom Phone and RingCentral are common examples.
This provides several advantages:
- Business conversations stay separate from personal messages.
- Phone numbers remain with the firm.
- Employees can work from desktop or mobile.
- Communications are easier to monitor and archive.
Just remember that having business texting available does not automatically mean messages are being retained in a compliant manner.
Archiving Still Matters
A business texting platform handles the communication.
An archiving platform preserves the record.
Solutions such as Smarsh and Global Relay are widely used within the financial services industry because they are designed specifically for regulated communications.
Depending on your environment, they can archive communications from multiple sources, helping firms maintain a centralized record of client communications.
What About Microsoft Teams?
Many RIAs have standardized on Microsoft 365 and already use Microsoft Teams for internal collaboration.
Microsoft has announced plans to bring native SMS capabilities into Teams.
Once generally available, this could allow firms to manage chat, meetings, calling, and text messaging from a single platform while benefiting from Microsoft’s security and compliance ecosystem.
As of August 2026, Microsoft supports sending and receiving SMS messages in Microsoft Teams for users with Teams Phone and Microsoft Calling Plan numbers in the United States and Canada. This capability allows business text messages to be managed directly within Teams.
It’s an exciting development, particularly for firms already invested in Microsoft 365. However, before relying on Teams for client communications, firms should confirm that their overall communications retention and supervision process meets their IT compliance requirements. You can learn more about Microsoft’s plan for SMS in Teams here.
Keep Your Approach Simple But Effective
You don’t need multiple disconnected communication tools.
For many RIAs, a practical approach looks like this:
- Document an acceptable communications policy.
- Use a business phone system that supports SMS.
- Archive business communications with an industry-recognized solution such as Smarsh or Global Relay.
- Continue using Microsoft 365 as the foundation of your collaboration and security environment.
- Review your communications process regularly as Microsoft continues expanding Teams capabilities.
Text message compliance doesn’t have to be complicated.
Most challenges arise when firms allow business communications to happen across personal devices and consumer messaging apps without a defined process.
With the right policy, the right communication platform, and the right archiving solution, texting can become just another managed business communication channel.
Ready to Review Your Communications Strategy?
If you’re unsure whether your firm’s current approach to text messaging aligns with your compliance requirements, RIA WorkSpace can help.
We’ll review how your team communicates, identify potential gaps, and recommend practical solutions that fit your firm’s size and Microsoft environment, without adding unnecessary complexity. Schedule a Discovery Call Today.