Rebuild this from first principles

When the reason for doing it this way is "that is how it is done".

Strip this problem back to what is actually true and rebuild from there.

1. List the constraints I have stated or implied. For each, mark it: physical law, contract or regulation, resource limit, or convention.
2. The conventions are the interesting ones. For each, ask why it exists, who benefits from it, and what breaks if I ignore it. Some will turn out to be load-bearing.
3. Given only the constraints that survive, what is the simplest thing that would solve the problem? Ignore how it is currently done.
4. Compare that to the current approach and account for the difference. Sometimes the gap is waste, sometimes it is a constraint I forgot to mention. Say which you think it is.

The problem and how it is currently handled:

Assumptions and reasoning. Digging out what you are taking for granted, including the sunk cost you keep not naming.