Books-and-records email, ready for the exam.
Rule 204-2 requires registered investment advisers to keep client communications for five years, the first two easily accessible, and to produce them promptly when the SEC asks. PXCMail journals every message into immutable storage and exports it the way an examiner’s request list reads. $10 per seat, not enterprise archiving prices.
14-day trial · books-and-records vendor letter signed in signup · $49 firm minimum. Broker-dealers (17a-4) are a separate edition on the roadmap.
| Custodian | Range | Messages | Integrity |
|---|---|---|---|
| j.park@ | 2025-01-01 → 12-31 | 18,402 | sha256 ✓ |
| All advisers | 2024-07-01 → 12-31 | 61,117 | sha256 ✓ |
| Keyword “guaranteed” | 2 years | 37 | flagged · reviewed |
Built for the exam request list.
Registered investment advisers
SEC-registered: Rule 204-2 journaling, keyword review, exam exports.
For RIAs →Financial planners & state-registered advisers
State books-and-records rules at a small-firm price.
For planners →Broker-dealers ROADMAP
Rule 17a-4, designated third party, FINRA 3110 supervision — a separate edition.
What we are building →Rule 204-2, in plain English → · The 12 email questions → · Blog: archiving without enterprise prices →
What one message goes through
- Sent or received
From Outlook, Gmail or a phone — nothing changes for advisers. - Journaled, 100%
A copy of every message, including attachments, before anyone can delete it. - Indexed and immutable
Searchable by client, adviser, date, keyword; stored where nobody can alter it for the retention period. - Produced on request
Date-range exports with hashes and a chain-of-custody statement, in the formats examiners accept.
What an export looks like
| Custodian | Range | Messages | Integrity |
|---|---|---|---|
| j.park@ | 2025-01-01 → 2025-12-31 | 18,402 | sha256 ✓ |
| All advisers | 2024-07-01 → 2024-12-31 | 61,117 | sha256 ✓ |
| Keyword: “guaranteed” | 2 years | 37 | sha256 ✓ |
Keyword lexicons (“guaranteed return”, “off-channel”, personal-account trading) flag messages for your CCO’s periodic review.
Rule 204-2, mapped
| Requirement | PXCMail |
|---|---|
| Retain written communications relating to advice, orders, receipts and disbursements | 100% journaling of inbound and outbound mail with attachments |
| Five years from end of fiscal year; first two in an easily accessible place | Default 5-year retention; all years searchable instantly; immutable storage |
| Produce promptly on examination | Date-range and custodian exports with integrity hashes; typical turnaround minutes |
| Electronic storage: index, separate copy, reasonable safeguards | Indexed archive, cross-region copy, access controls and audit trail |
| Marketing Rule records | Archive covers advertisements sent by email |
Broker-dealers subject to Rule 17a-4 and FINRA supervision need a designated third party and supervisory review workflows; that edition is on the roadmap and will be priced separately.
Works beside your stack
Orion, Redtail, Wealthbox, custodian portals at Schwab and Fidelity. PXCMail is email; your CRM stays the system of record for notes.
Pricing
Gateway + books & records
$10 / seat / month billed yearly · $12 monthly
Journaling, five-year immutable archive, exam exports, keyword review. Keep Microsoft 365 or Google.