Communication Compliance: The Benefits of Salesforce Chatter

Even though the concept of compliance was born in the financial field, it is now a consideration across numerous industries and has impacted many aspects of our lives. Communication is, of course, a common need across the board. The way we communicate in our companies impacts our ability to meet compliance standards. We apply this mindset when working with all of our customers, like this spirits distributor that needed to create a platform to break barriers and enable their 18,000 employees to collaborate more effectively. 

Managing conversations properly (and the data those conversations produce), is as important as the compliance standards involved in those processes. If you are a Salesforce partner or use Salesforce in your company, you are one step ahead. With a secure platform, you can enhance your internal and external communication strategy and then, meet your compliance standards. Marc Benioff, CEO, and Chairman of Salesforce says: 

“Customers trust us to make them successful, deliver unwavering security, reliability, performance and compliance.” 

Compliance and trust through messaging

Notice that Marc Benioff includes Compliance in his perspective on how to conduct business and approach customers. Trust is Salesforce’s number one value. This vision ensures two crucial benefits for any business. First, every product designed by Salesforce is intended to create reliable relations with customers. It’s not only about sales, it’s about relationships. And second, all of your data is stored and archived safely, so you can access it any time for compliance purposes. 

Chatter, the Salesforce messaging platform for business, also follows compliance regulations to ensure your data and activity are safe. According to Bloomberg Vault, Chatter is also a social media platform, so “it is subject to the same set of regulatory requirements as any other form of social media”. We have helped many customers enhance their communication platforms; these experiences have taught us many good practices to communicate and comply efficiently. 

1. Keep all your data archived in Salesforce

First, what is the golden rule we need to take into consideration? Archive everything! Make sure you archive all your conversations or posts in your org. It is recommended you preserve this data for e-discovery purposes for a period of time defined by various retention requirements. Some day, you may be required to hand over this information for corporate internal audits or even legal or governmental requests. For more information about this, you may want to go over our other article as a starting point: Financial Compliance: Which Agencies?.

2. Make Chatter part of everything

Also remember, as you are using Chatter, you are creating or linking many items related to confidential information such as records, accounts, cases, and more. This information already lives in your Salesforce org, so you’re not moving data to external systems. With everything connected, Chatter and Salesforce remain the center of your workflow, helping you manage compliance more consistently.

3. Involve every employee

Compliance in communication involves employees. Why? Hackers are targeting them. Make sure you train your employees to move all important conversations to Chatter. Email opens the possibility that an employee may respond to a phishing attack, exposing protected data. If you maintain all-important internal conversations in Chatter, you are better able to ensure their safety. You can see in this article why you should be interested in maintaining your employees as security allies.

4. Choose the best team messaging tool

At Oktana, we are committed to compliance and we took it seriously when we built Tok. Tok is a real-time messaging app that boosts Chatter capabilities while also encouraging a great company culture with casual conversation. Because Tok leverages Chatter as its base, it takes advantage of the Salesforce platform to better enable your company to meet compliance standards. While collaborating, you can be confident any data shared on Tok is stored safely according to the compliance standards you’ve set for your Salesforce org. 

So, let trust lead the path to better compliance practices and communication management across your company. Remember, the online world brings many resources to make businesses go faster. However, it has also become a common target for cyber attacks. Take the time to set a strong compliance strategy and keep updated on the regulations that impact your business.

Tok 30 day trial Financial Compliance
Communication Compliance - Tok

Financial Compliance: which agencies?

As we mentioned in our previous article, Financial Compliance: Which Regulations must be considered? compliance was born in the financial sector to minimize risk related to crime, cybersecurity, and data safety. Then, what compliance agencies relate to your business? There are several organizations that regulate standards based on the types of data and procedures your business has in place. Because we frequently help companies in the financial industry integrate with Salesforce, we are familiar with many of the considerations under which they must operate.

US Financial Compliance Agencies

US law is very clear on financial regulations. Companies and entrepreneurs need to understand these standards and ensure their business meets any relevant requirements. It’s not an easy job, but it’s a task that must be done. Here are four of the more important agencies you will need to collaborate with to meet some of your compliance requirements:  

Securities and Exchange Commission (SEC):

Firstly, the SEC was created in 1934 as an answer to the financial crisis of 1929. Its main duty is to regulate the stock market. The SEC requires public corporations to register their stock sales so they can identify stockholders. This procedure increases trust in investors in an environment where transparency is the bedrock. 

Federal Deposit Insurance Corporation (FDIC):

In 1933, the Glass-Steagall Act created the FDIC to insure consumer deposits and to increase trust in the financial sector in the aftermath of the Great Depression. Deposits from banks that are insured by the FDIC are covered in case of bankruptcy, protecting consumer cash. The FDIC also closely examines bank activities to ensure they are behaving as federal norms require.

Federal Financial Institutions Examination Council (FFIEC):

The FFIEC is an agency that establishes guidelines and norms for financial institutions that directly impact their compliance policies. Where can any company review these guidelines? The FFIEC IT Examination Handbook is your bible. Divided into 11 booklets, it has all that you need for compliance-driven management.

Financial Crimes Enforcement Network (FinCEN):

This organization is an important network to investigate individuals related to financial crimes like money laundering or financing of terrorism. Its regulations require financial institutions to provide information for any investigated individual. As you might imagine, these procedures are confidential so demand careful collaboration and expertise from the financial institutions when managing this highly sensitive data.

Other useful resources

Selecting and implementing the correct set of standards can be difficult but ignoring compliance altogether will create issues you can avoid. If you are now aware of it, you may want to delegate someone in your company to manage the compliance requirements. This worker will have to collaborate with the necessary public agencies directly or a private auditing agency to help bring you into compliance. 

Here are some websites that may help you think about the considerations impacting your company: 

  • SecurIT: This portal groups regulations according to each industry. This is very helpful information since you will be able to know which compliance standards you should, at a minimum, consider for your business. 
  • TCDI: This blog emphasizes the importance of compliance and cybersecurity. There is also an extensive list of organizations that regulate compliance. All of these might be enough for a general overview.  

All of these standards demand good data storage strategies. There is no way to succeed at complying with the agencies if your company is not able to store and report data. If you are a Salesforce customer, congratulations! You are on a great platform to keep your customer data safe. If not, we’ve helped financial services and fintech customers integrate with Salesforce, always mindful of their compliance requirements. In fact, while many of our resources are nearshore, we opened an onshore office in 2020 to help us meet the compliance needs of these customers.

Finally, your internal communications are just as important as your customer data, and subject to compliance regulations. If you need to keep all your employee messages archived in a trusted platform, like your Salesforce org, Tok can be a good choice for you and your team.

Tok 30 day trial Financial Compliance
Communication Compliance - Tok
Communication Compliance – Tok

Financial Compliance: Which regulations must be considered?

Why is compliance so important? It minimizes risks and creates trust among industries, governments, and people. This sounds like a no brainer, but the challenge is figuring out which compliance standards fit your business. One mistake could cause huge debts and lawsuits. This issue is particularly serious for the financial sector, which has legal and operational standards that are the bedrock of compliance management. Since banking is a pioneer in compliance management, we are going to take a deeper look at the regulations they must follow. 

Financial Compliance and law framework

Over the years, the world has become more connected and tons of data is processed, shared, and stored through the digital ecosystem. The internet has become a necessary resource, but a good threat opportunity for theft and hackers. In an attempt to minimize risk, public and private institutions have created norms and regulations to ensure data safety. So, which are the main compliance regulations that businesses located in the financial field must consider? We have highlighted the most important laws that impact the financial market. 

  • The Dodd-Frank Act [2]: Was passed by the US Congress and signed into law by President Obama in 2010. It aims to enhance the way the financial market is deploying accountability, transparency, and consumer protection procedures. This act enforces the need of storing records for every transaction. The thing organizations sometimes miss is that any activity related to trade must be stored as well. This includes electronic communication such as emails, chats, voice messages, and so on. 
  • Bank Secrecy Act (BSA AML) [2]: Also known as the Anti-Money Laundering Act, this act was created in 1970 and requires every company to cooperate with the US government in the aim of detecting money laundering. Thanks to the BSA-AML act, we all need to provide data under request. Since this regulation has been in the market for more than 50 years, you might be familiar with it. If not, you should know it emphasizes the importance of keeping your data storage. What else do you need to do? This act requires companies to delegate compliance responsibilities to an individual and also create a training program for appropriate personnel regarding compliance standards. 
  • Sarbanes-Oxley Act. Signed into law in 2002 to strengthen financial regulations. In the beginning, businesses didn’t take it well, but eventually, it contributed to counteract the effect of the economic crisis in 2008. This act raised the standards given for audit reports, but this is something we all can expect with a new act. What is new? SOX also gave legal protection to whistleblowers to testify in court about any illegal practices they are aware of without any retaliation. Be sure to train your employees to identify any practice that infringes on compliance in your business. You have a good opportunity to make them allies.

Consumers in the centre of compliance

As consumers are becoming more important, they are also protected by compliance regulations that companies need to follow. Data privacy and accessibility are just one of the areas you need to nurture. 

  • Gramm-Leach-Bliley Act (GLBA): Requires financial institutions to explain to customers their information-sharing practices and to safeguard consumer information. To ensure the correct execution of this, companies must establish a security program that protects consumers’ nonpublic personal information (NPI). NPI includes name, address, income, Social Security number, account numbers, payment history, loan or deposit balances, credit or debit card purchases, court records, and consumer reports.
  • Fair and Accurate Credit Transactions Act: FACTA, signed into law in 2003, enforces consumer power by enhancing procedures to ensure the accuracy of their credit records. With FACTA, consumers have the right to ask for a credit report each year. This act also provides resources to prevent crimes such as identity theft. 

Data is important for compliance purposes. As we recommended to one of our financial customers: If you are using Salesforce, integrate your system and take advantage of all the resources you have (Salesforce Sales Cloud, Service Cloud, Analytics, Einstein AI, and more). You will build close relationships with your customers while meeting your compliance standards. Also, don’t forget your employees. Make sure your chat software makes them more efficient while keeping your data safe. 

Tok 30 day trial Financial Compliance
Financial Compliance