I used to be a social worker for a the state child protective service agency and I was a foster mother 5 years after I left that job.
Take it from me... Make copies of EVERYTHING. Anything you have to mail, mail it certified. Fax as much as possible and keep copies of the confirmation sheet. Also, email info to the agency and print copies of your emails and their responses.
It really stinks. But, people don't do their jobs now- a-days. The paperwork often gets lost or misplaced and everyone blames everyone else. It's enough to drive you absolutely crazy.
Whether you're going through a private agency or another state agency, let them know about your past problems with the other agency (losing your info and not completing it properly). You may also want to let them know that you'll be keeping copies of everything.
I was taught C.Y.A. (cover your a**) when I first went into Social Work. It has never failed me to this day. No one should have to do this, on top of everything else, but unfortunately that's the case.
Best of luck to you!!!
Beth