...why there isn't a system set up in the first place where regardless of who it is when they hand classified documents to someone they ask them for them back when they leave office?
If one were to carefully analyze all these documents, one would find that perhaps only 10% are genuinely of such a nature that the contents must not be made public, and no foreign governments must be able to see them. But when you are try to hide your shenanigans by calling them "classified" then that is unacceptable. And any time bureaucrats want to hide their crimes they redact everything. That too is unacceptable.
Yes, it would be very simple to have a checklist listing all the truly classified documents and with whom they were shared. Strictly speaking only ONE intelligence agency should be producing them, and that is the CIA (if it were operating legally, which is not the case right now). And only the CIA director and POTUS should be involved, and the director is obligated to provide full disclosure. (while Trump was in office, the intelligence agencies deliberately kept back information from him out of spite).
If the president wants his cabinet to be aware of something, he does not have to disclose all the details, just what is necessary to take action, based on solid intelligence, not cooked up rubbish like the WMD fiasco.
There must be no attempt to leak information either. And before a president quits, he must hand them back (unless he simply hands them back after viewing them and using them legitimately, so that in fact he retains none). But dozens of "intelligence" agencies have been created in the USA, all trying to trip each other up. How stupid is that? As a result the whole thing is a farce.