An overheard conversation

I've just been to collect juniorff2 from an ICT enrichment program. As I was waiting in the reception area of the school where it was held I could not help, and neither could any of the assembled parents, but overhear one half of a telephone conversation that was taking place in the office. It went something like this.. .. ..

Hi this is [name] from [school]. You're due to start some window replacement for us in May and I just need to get something from you. In the letter from [name] County Council it says that building regs might be needed for the work and that we should ensure that our building partner has received the appropriate paperwork before commencement. I was speaking to [name] who said he would deal with it. The thing is that [name] Council are chasing us for the paperwork to show that building regs have been approved where necessary so that they can allow the work to proceed and we need to send them a copy so that they have it on file. Can you look into it and send me a copy of the approved building regs? Thank you

We are paying for this school secretary to chase a contractor to provide proof to the council that the council has approved building works on a council owned property. Why? Surely it isn't beyond the realms of possibility in situations like this that a when a school has building works approved that the paperwork could be sent directly from one Council department to another, cutting out the middleman and reducing the costs and speeding up the work?