(a) The Department of Administration shall keep books of account in permanent form of the claims presented and of the disbursements made. These records must show

1. (1) the name of the claimant;
2. (2) the amount of the claim;
3. (3) the date of its presentation;
4. (4) the date of its allowance or disallowance;
5. (5) the date and number of each disbursement made;
6. (6) the name of the payee; and
7. (7) the appropriation from which the disbursement is made.