Webinar | On Demand

Litigation is often defined by its deadlines. Every missed date, every delay in service, and every backlog in record retrieval adds unnecessary risk to a case. For many firms, these slowdowns have become expected—almost an accepted cost of doing business. But they don’t have to be.

In a recent webinar, Proof and Arctrieval came together to show how legal teams can reshape their discovery workflows. Their message was clear: the tools now exist to accelerate service, streamline records retrieval, simplify discovery responses, and modernize depositions. The end result is not just faster litigation but more predictable outcomes and better use of staff time.

This post recaps the discussion and highlights the practical strategies that can help litigation teams move from reactive processes to proactive control.

Why inefficient workflows remain a problem

Despite all the talk about legal technology, many firms still rely heavily on manual processes. Service of process often involves chasing down servers, managing a tangle of invoices, and waiting weeks for affidavits. Retrieving medical or billing records can drag on for months, forcing staff to spend hours on calls and faxes with providers. Discovery responses are frequently drafted line by line, a process that eats into paralegal bandwidth and leaves room for error.

These inefficiencies do more than waste time. They increase the likelihood of missed deadlines, reduce compliance visibility, and push staff toward burnout. In an environment where margins are under pressure and client expectations are rising, that is an untenable combination.

The webinar emphasized that while these bottlenecks feel familiar, they are not inevitable. By combining automation with strategic approaches to subpoenas and depositions, firms can dramatically change the way litigation is managed.

Starting cases faster with streamlined service

One of the most striking statistics shared in the session is that courts typically allow 90 days for service, yet manual workflows often squander much of that window. Firms wait as servers juggle multiple jobs, affidavits take weeks to arrive, and the overall process stretches far longer than it should.

Proof demonstrated how its platform shortens this timeline dramatically. The average serve is completed in just over three days. Affidavits are ready within 24 to 48 hours after service, and eFiling is available in most states. These improvements are not only about speed. They reduce the anxiety associated with looming deadlines and allow teams to focus on case strategy rather than paperwork.

Another important element is transparency. Real-time tracking and three-way chat with servers provide visibility that simply does not exist with older methods. Teams know where a job stands at any given moment, which means fewer follow-ups and less wasted energy.

Reclaiming lost time in medical record retrieval

Medical and billing records are central to many cases, yet they are one of the biggest sources of delay. The webinar highlighted that 75 percent of firms wait more than three months to obtain these records. That delay is not just inconvenient—it can derail discovery schedules and force costly extensions.

Arctrieval explained how the legal industry often chooses the wrong path. Many requests are made under HIPAA authorizations, which leave discretion in the hands of providers. This approach frequently results in requests being stuck in processing queues with no real enforcement mechanism.

A more effective method is to use the Individual Right of Access under HIPAA 164.524. This shifts control to attorneys and their clients. Providers must respond within 30 days, and enforcement comes from the Office for Civil Rights. Arctrieval has automated this process, ensuring requests are tracked and enforced properly. As a result, 90 percent of records arrive within the required 30-day period.

This change is more than procedural. It represents a shift from waiting passively on providers to actively managing the process. Firms no longer spend months wondering when critical records will arrive. They can plan with confidence and keep cases moving.

Serving smarter, not harder

An interesting tactical point came from the discussion of subpoenas. Many attorneys default to serving the records department when requesting information. This seems logical but often results in delays.

The webinar suggested a different approach: target executives such as a hospital’s CEO, CFO, or Chief Medical Officer. These individuals rarely want to appear at depositions, which makes them far more motivated to ensure that records are produced quickly and accurately.

This tactic does not require new technology. It is a matter of rethinking strategy to serve the right individual. Combined with the efficiencies of automated record retrieval, it provides a one-two punch that helps ensure critical documents are produced on time.

Automating discovery responses

Beyond service and records, discovery responses remain another drain on resources. Many firms still draft these responses manually, combing through client data and case files to prepare answers line by line. The process is slow, repetitive, and prone to error.

The webinar highlighted how AI can change this. New tools can read client intake data and case information, then suggest draft responses automatically. Templates can be matched to specific jurisdictions and matter types, reducing the risk of inconsistency or misalignment with local requirements.

Collaboration is also easier. Clients can review and provide information directly through secure portals, often guided by mobile-friendly text message links. This eliminates the endless email back-and-forth and gives teams a centralized record of client input.

Built-in reminders and progress tracking help ensure deadlines are not missed. For firms that struggle with discovery calendars, this alone can be a game changer.

Rethinking depositions with modern tools

Perhaps the most forward-looking part of the webinar focused on depositions. Traditionally, these have been labor-intensive events requiring stenographers, travel, and complicated exhibit management. The session outlined how technology is reshaping each element of this process.

Scheduling and hosting can now be handled remotely, with integrated notary services and Zoom support. Exhibits can be uploaded, managed, and presented privately without the disruptions of screen sharing. Court-admissible video records are available at roughly 40 percent of the cost of traditional depositions, and they are ready the same day.

AI adds another layer of value. Attorneys can receive timestamped summaries that organize testimony and accelerate motion practice. They can even interact with AI in real time during depositions, searching prior testimony and flagging important points as questioning unfolds.

Post-deposition tasks are faster as well. Teams can instantly clip video, search transcripts, and generate personalized summaries. Cutting and pasting key testimony into motions or correspondence becomes a matter of seconds rather than hours.

The broader benefits of automation

Across all these stages—service, records, discovery, and depositions—the same themes emerged. Manual workflows create risk, waste time, and burn out staff. Automation reduces uncertainty, improves compliance, and provides measurable improvements in efficiency.

The benefits extend beyond the legal team. Clients experience faster progress and greater confidence in their representation. Attorneys and paralegals have more bandwidth for substantive work. Firms can handle higher volumes without adding headcount.

The speakers underscored that these are not theoretical benefits. Firms using Proof and Arctrieval are already seeing faster turnaround times, lower costs, and better control over their litigation workflows. The message is not that technology will replace legal professionals but that it allows them to focus on work that truly adds value.