Legal Document Analyst

SCOPE of WORK

1. Current State (Workflow)

• Lockbox paper backlog is no
  more than 20 documents at a time. Documents are digitized by staff and
  interns
  
• Lockbox maintains a folder in the
  Shared Network Drive containing completed Lockbox filings such as Advanced
  Directives, Guardianship Nominations, Guardianship of Minors, Deceased
  Registrants, Revoked or Withdrawn and outstanding applications waiting to
  be processed 162 for November 2025 and 174 for December 2025. December
  applications are still being submitted (Registrants with Advanced
  Directives ~ 34,190)
  
• Registrants may include the
  following documents: Advanced Directives (5 types), Guardianship
  Nominations, Advanced Locator Forms, Guardianship of Minors
  
• Advanced Directives are organized
  Monthly in the \\ccfs\lwlb$ Folder by first
  three letters of last name and Date of Birth. When Advanced
  Directives are completed, the PDF is moved to the folder Intake Log –
  transfer at month end. When the end of the month comes Marlenne
  transfers them to the Archives PDFs
  
• Documents are digitized in the
  Lockbox Application; however, they are lumped together with no separation.
  (e.g. Registrant submits a living will and a Do Not Resuscitate Order)
  

2. Future -State Goal: Clearing Backlog and Indexing all
Advanced Directives

Lockbox aims to eliminate the current backlog
and ensure that all new and previously digitized Advanced Directives for active
registrants are fully indexed.

Key capabilities needed

• Indexing functionality that allows
  staff (or contractors) to:
  
• Scan/separate/Organize Advanced
  Directives by the 5 types (e.g. Durable Power of Attorney for Healthcare
  Decisions, Do not Resuscitate (DNR) Order, Living Will, Physician Order
  for Life -Sustaining Treatment (POLST), Advance Directive for Psychiatric
  Care) in the registrant’s profile. This significantly improves retrieval
  for Approved Authorized Entities.
  
• Documents uploaded should meet NV
  SOS Digital Archiving & Retention Standards, specifically:
  
• Nevada Lockbox: Advance
  Directive Registry - Retain for three (3)
  calendar years from the end of the calendar year in which the revocation,
  notification of death, or discontinuation of the program is dated.
  
• Secure storage aligned with
  agency retention rules.
  

Privacy / Security Considerations

• Background checks contain sensitive
  criminal history and must only be visible to appropriately trained
  staff. Contractors may require restricted access roles.
  
• Scanning workflow must not expose
  full Social Security numbers. The current system stores only last four
  digits.
  

3. Proposed Contractor Workflow for Back -Scanning and
Processing the Backlog

The contractor
would:

1. Processing Backlog – Retrieve the Digitized Advanced Directives (labeled with
   First three letters of last name and DOB format e.g. oli100593 for Oliva October
   5^th, 1993. Any changes will contain a C with the number of the
   change behind the C)
   
2. Processing Backlog – Search for the Registrant in the System (Search by DOB first
   then by Last Name)
   
3. Processing Backlog – Add Registrant Data or Modify Depending if a change was
   submitted (if multiple changes have been done the file will need to be
   re -named to be the correct sequencing (e.g. oli100593c1 for “1^st Change” c2 for “2^nd Change” etc.)
   
4. Processing Backlog – Upload the PDF for Advanced Directive and Add/Modify the
   Registrant
   
5. Processing Backlog – Move the PDF for Advanced Directive to the Intake Log –
   transfer at month end
   
6. Indexing – Pull a report for the Active Registrants that have an
   Advanced Directive
   
7. Indexing - Search for the Registrant in the System (Search by DOB first
   then by Last Name)
   
8. Indexing – Pull the most recent Advanced Directive from the “Document
   History” table
   
9. Indexing – Organize the Advanced Directive into the correct category
   type
   
10. Indexing – Re -scan the Advanced Directive into the Registrants record
    for the category “Advanced Directive”