(a) The Department shall maintain records providing for the prevention of fraud and to make possible the tracing and detection of any attempt to do so. Such records shall include, but shall not be limited to, the following entries:
(1) The name of elector;
(2) The address at which elector is registered;
(3) The address where ballot is to be mailed;
(4) The date the statement is received by the Department;
(5) The elector's election and representative district;
(6) The ballot envelope identification number;
(7) The date the ballot is mailed or delivered to the elector; and
(8) The date the ballot is returned.
(b) The Department shall compile from its files a list of names and addresses of all applicants for absentee ballots, and shall send current and complete copies thereof without cost to all political parties with candidates on the ballot in the forthcoming election. Such lists shall be provided no later than 2 weeks prior to the date of the election and copies of the lists must be mailed on the same date to the respective chairs of each political party involved in the election. Comparable information from the file shall also be made available to representatives of all political parties at each office of the Department during the remaining 2 weeks before the election, such information to be recorded by such representatives from the daily records of the Department with the cooperation and assistance of the employees thereof.