In conversations with prospective clients, we’ve repeatedly heard from investment firms that have been told they must use Microsoft tooling to be RIA-compliant.

This is a rumor I’ll gladly put to rest. Despite what some IT providers might say, the SEC’s guidance is vendor-neutral, meaning that you can be RIA-compliant with either Google Workspace or Microsoft 365. Pliancy can support clients regardless of which suite they choose, and of our finance clients with RIA compliance requirements, the split is roughly 50% Microsoft and 50% Google.

RIA Compliance

Registered investment advisers (RIAs) must comply with a legal and regulatory framework designed by the SEC to prevent violations of securities laws and protect investors’ interests. While RIA compliance extends far beyond the purview of IT alone, the controls implemented and maintained by IT are a critical part of any compliance program.

However, RIA compliance guidelines aren’t exactly a checklist. The SEC sets broad expectations for compliance and publishes annual examination priorities to help firms understand what examiners may focus on. A lack of specificity can be frustrating, but this flexibility is exactly why compliance doesn’t require a specific program or set of tools.

Why the Myth Persists

Microsoft 365 has been deeply embedded in the business world for decades. Though Google Workspace may seem like a relative newcomer, it’s still been around for close to 20 years.

Microsoft’s earlier adoption in business and finance means there was more time for others to design Microsoft-centered expertise and tooling. There was an era, perhaps 15 years ago, when Google tools had certain shortfalls that made it harder to be RIA-compliant. But technology moves fast, and those arguments don’t hold up anymore. Today, neither platform has an inherent limitation that requires an RIA to choose one over the other.

Inertia also plays a role in this myth’s stickiness. If you worked at a hedge fund in 2001, before Google became a viable option for businesses, you used Microsoft—period. If you started your career at a big bank, you probably used Microsoft because those tools have been entrenched there for decades. People gravitate toward what they know, and for many people, that’s been Microsoft 365.

Why Some MSPs Suggest Microsoft

The major reason that this misconception is still common: it’s been propagated by a number of IT providers. Not every MSP has invested in developing the expertise and infrastructure to support Google Workspace. Their experience, certifications, and automation tooling remain Microsoft-centric.

These providers may frame Microsoft as the only choice for RIA firms, implying or explicitly claiming that the SEC prefers Microsoft; that it’s easier to be compliant with Microsoft tools; or that Google can’t meet RIA compliance standards.

In short: Can you be RIA-compliant on Google? Yes, but not every IT provider or MSP can do it. Whatever you choose, your decision should be based on your needs and preferences—not your vendor’s.

IT Elements of RIA Compliance

When it comes to technology and cybersecurity, the SEC requires a thoughtful IT program, but is nonspecific about what defines an IT program as “thoughtful.” Depending on the firm’s business model, vendors, and risk profile, an IT program may include:

– Data archiving & retention (like data loss prevention or DLP)
– Identity management (SSO, MFA)
– Customer privacy protection & breach reporting
– A policy library, including AI policies
– Role-based access controls (RBAC)
– Vendor risk management
– External file sharing controls

Compliance Examples

Because the SEC’s recommendations provide conceptual guidance, firms can meet those expectations with either Microsoft 365 or Google Workspace. Here are a few examples of what a compliant environment can look like with each suite of tools:

How to Choose Your Productivity Suite

When it comes to features relevant to RIA compliance, Microsoft and Google offer comparable capabilities. So, how do you pick which one to use?

Personal Preference & Familiarity

When choosing a productivity suite, I’m a firm believer that personal preference should be your north star. Most people use Gmail for their personal email, and maybe you want to keep using Gmail for your business. If you know Excel shortcuts like the back of your hand, you may want to stick with Microsoft 365.

Team Preference

If you’re spinning up a fund and your founding team has no preference between Microsoft and Google, think about who you’re planning to hire. Say you’re a hedge fund forecasting 25 new hires in the next year. If you’re targeting candidates with big bank experience, where Microsoft is typical, you may choose Microsoft 365 to leverage that familiarity and facilitate your team’s productivity.

Existing Environments

Google and Microsoft’s features are similar enough that switching between the two would provide marginal advantages at best; advantages that would likely be erased by the loss of productivity caused when folks are forced to switch tools. If you’ve already started doing business within your environment, the costs (and headaches) of migrating probably outweigh the benefits. That said, if you are thinking of switching, it’s best to migrate sooner rather than later. The more your business operations become rooted in one suite over the other, the more costly and troublesome it becomes to move.

External Partners & Collaborators

Your business doesn’t exist in isolation, so you may also want to consider how you interact with external partners. Google’s collaboration features (file sharing, real-time editing, etc.) are easy and intuitive, which may make working with LPs and prospective portfolio companies more seamless. However, Microsoft can be more compatible when partnering with collaborators in heavily regulated industries like government, healthcare, or pharma.

Full-Stack Cost

Consider whether you’re planning to add tools on top of what’s included in each productivity suite. Google Workspace might cost less on a per-seat basis, but that price can grow if you’re adding Slack and Zoom for each user, too. If you’re happy to use Teams for chat and videoconferencing, Microsoft could be an efficient all-in-one choice.

Your Road to RIA Compliance

Many factors can influence whether you choose to be a Google or Microsoft shop; RIA compliance shouldn’t be one of them. Instead of checking boxes, the SEC expects you to demonstrate a thoughtful approach to data, security, and the way you conduct business.

This doesn’t hinge on specific tools, but on your adherence to the spirit of the guidelines they provide. If an MSP insists that you must use Microsoft to be RIA-compliant, that says more about their IT capabilities than it does about Google’s.