The New RIA Compliance Handbook: An Efficient Compliance Program For New RIAs

Start your new RIA's compliance program on the right foot with this quick-start guide for efficient and comprehensive compliance.
February 20, 2024
Thomas Stewart, Founder & CEO
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Hats off to your firm for successfully securing its status as a registered investment advisory (RIA) firm – a momentous achievement in the world of finance. If you're the one handling compliance, your role in maintaining your RIA firm's commitment to the regulatory framework is pivotal. It not only safeguards the trust of clients but also steers your firm clear of potential pitfalls and expensive errors. Done right, compliance can be a massive accelerant to your firm, allowing you to move quickly and boldly knowing your decisions have firm regulatory footing.

Here, we present your comprehensive guide to all things compliance, tailored to the newly registered RIA firm.

Ten Essential Tasks for Your Newly Registered RIA Firm

Navigating the intricate landscape of compliance as a freshly minted RIA firm may seem like a labyrinth, but fret not; we've got your back. Now that your firm has earned its stripes as an RIA, here are the ten critical tasks on your checklist:

  1. Master the Regulatory Terrain: Before diving into the compliance intricacies, it's crucial to acquaint yourself with the regulatory landscape governing your RIA firm. Depending on your assets under management (AUM), RIAs fall under the purview of the Securities and Exchange Commission (SEC) or state securities authorities. A thorough understanding of applicable regulations and regulatory bodies is the cornerstone of your compliance journey.
  2. Craft a Robust Compliance Program: Your inaugural task as a compliance professional at a newly registered RIA firm is to craft a robust compliance manual. This manual serves as the guiding beacon, outlining the firm's policies, procedures, and controls to ensure adherence to federal and state regulations. Include comprehensive guidance on areas such as portfolio management, advertising, recordkeeping, and beyond.
  3. Embrace Impeccable Recordkeeping: Precision in recordkeeping is non-negotiable for RIA firms. Complete and accurate records of all business operations, encompassing client agreements, transactions, and communications, are your allies in the compliance realm. Robust systems for record retention and retrieval should be in place.
  4. Empower Through Education: A well-informed team is your compliance fortress. Regular compliance training for your firm's employees ensures they are not only abreast of the latest regulatory shifts but also aware of their individual responsibilities. Document these training sessions to evidence your firm's unwavering commitment to compliance.
  5. Form ADV and Disclosure Documents: Form ADV is the cornerstone of RIA compliance. It serves as both a registration and disclosure document, offering vital insights into your firm's services, fees, conflicts of interest, and disciplinary history. Keeping this document meticulously updated is imperative to reflect your firm's operations accurately.
  6. Champion Cybersecurity: In an era where technology reigns supreme in finance, cybersecurity reigns supreme in your priorities. Safeguarding client data and sensitive information necessitates the implementation of formidable cybersecurity measures, encompassing encryption, firewalls, and regular security assessments.
  7. Navigate Advertising and Marketing Compliance: In light of recent enforcement actions, vigilance in advertising and marketing materials is paramount. Ensure that all promotional content adheres to regulatory guidelines, including accurate performance reporting, fee disclosure, and the avoidance of misleading statements.
  8. Stay Ahead of Regulatory Changes: Regulatory requirements are as dynamic as the financial markets. To ensure continuous compliance, it's imperative to remain vigilant about regulatory shifts. Subscribe to industry publications, participate in compliance conferences, and stay tuned to announcements, releases, and risk alerts from regulatory bodies.
  9. Test Your Compliance Program: Proactive testing of your compliance program is the key to preempting potential violations. Establish a systematic approach to scrutinize your firm's adherence to policies and procedures. This encompasses the review of client accounts, transaction records, and employee activities to align everything with regulatory mandates.
  10. Annual Compliance Review: As an RIA firm, an annual compliance review is a mandate. Leverage this opportunity to gauge the effectiveness of your compliance endeavors, pinpoint areas for enhancement, and update policies and procedures accordingly.

As a compliance professional, your role is the linchpin in ensuring your firm's adherence to regulations. By implementing these strategic initiatives, you bolster your RIA firm's reputation, nurture client trust, and steer clear of compliance infractions.

Looking to build an efficient compliance program? Hadrius is the most advanced SEC and FINRA compliance program there is, with AI-powered automations to handle 80%+ of the work for you, and the rest covered by complementary 24/7 access to our compliance and engineering team. Schedule a demo today to learn how we can turn compliance from a strain into an accelerant for your firm's growth!

Thomas Stewart

Founder & CEO, Hadrius

Thomas Stewart is the founder and CEO of Hadrius, the most modern SEC and FINRA compliance software around. Thomas previously founded the SEC-registered RIA Quantbase where he learned first hand how to build an efficient compliance program that scales with high-growth firms.

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