SUBPOENA PROCESSING

What Should You Look For in Subpoena Processing?

What teams are doing to improve processing right now

Last updated

Subpoena Manager by Safari optimizes every facet of the response process.

Eight practices from legal processing teams: centralized intake and routing, acknowledgements sent to issuers, template communications, everything stored online in one place, responses delivered through an online portal, a cost recovery policy, a streamlined invoicing process, and reporting on key metrics.

We centralized intake and routing

Everyone who accepts service at our company—whether registered agent, local branch, store, or HQ—sends each request to one place for assessment.

Intake assessment items

☐ Confirm obligation to respond
☐ Sufficient info to gather a response
☐ Route to process team or escalate to legal

We send acknowledgements to issuers

After we receive a request, we notify the issuer of any additional information needed, the expected timeline for response, and estimated cost to respond.
Sample: Issuer acknowledgment

We created template communications

We use a system that generates routine internal and external communications from templates, then sends and stores them automatically.
Sample: Request for more information

We store everything online in one place

Everything is online, from key details like status, deadlines and issuer contact info to internal communications, correspondence, response docs, and invoices.
How a large employer reduced the burden of responding to subpoenas

We deliver responses via an online portal

Instead of shipping, we make responsive documents available using an online portal that sends notifications and shows us when the files are downloaded.
Response Delivery - Secure pickup portals Response Delivery via an online portal

We developed a cost recovery policy

We decided on a consistent approach to when and how much we would charge for responses.
3 Ways to Improve Cost Recovery

We streamlined our invoicing process

We use a template for a custom invoice if we need one and save time with preconfigured invoices for frequently requested records.
Cost Recovery - Automated invoicing and payment collection Automating bill creation & collection

We set up reporting on key metrics

We make decisions based on key information: request types and numbers, turnaround time, costs recovered, etc.

Types of reports to run

☐ Trending request types
☐ Average cost recovery
☐ Average turnaround time
“With Safari’s cost recovery features, we’re collecting more in one month than we did in the past 16 years.”
Tyler Williams photo Tyler Williams
Associate General Counsel,
ABC Supply

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