Separate the institutional states
Receipt, referral, transparency processing, competence limits, internal transfer, examination and decision are different states. One organ's receipt or referral does not establish admission, protection, investigation or a merits conclusion by another.
Competence before coordination
The current public-authority reconstruction asks each institution to identify only the propositions within its lawful competence, then records factual dependencies with other institutions without treating them as interchangeable.
Custody and next evidence
The useful next step is document-by-document reconciliation: what was submitted, which organ held it, whether it was internally transferred, what response followed, and which source or annex remains missing. Absence from the reviewed corpus is not proof of destruction or non-existence.