The authorities should look into the way information is shared and the way it is managed.
First, people now use email a lot. When we receive an information access request on a specific topic, we can end up with 500 pages of text exchanged by email that has nothing to do with the decision or the policy as such. Since everything is done by email, the analyst in charge of revising the document must go over all the emails that were not saved properly or were not eliminated. Eight people can receive the same email, and they will respond to the same access request. What is really needed is better information management within government.
Another issue is that the systems are completely obsolete. A huge number of information transfers happens on paper. In 2020, people could definitely use systems such as Postel to transfer the information to the applicant instead of sending it by mail.