The division shall file every application for a license received by it and shall maintain suitable indices containing, in alphabetical order:
The division shall also file all abstracts of court records of convictions received by it under the laws of this state and in connection therewith maintain convenient records or make suitable notations in order that an individual record of each licensee showing the convictions of such licensee shall be readily ascertainable and available for the consideration of the division upon any application for renewal of license and at other suitable times.
W. Va. Code § 17B-2-14