How long can a Letter of Instruction (LOI) remain in an employee's personal file?

A Letter of Instruction (LOI) is intended as a tool for guidance and improvement within the California Department of Corrections and Rehabilitation. It is designed to address performance issues or to provide clarification on expectations. The policy generally stipulates that an LOI can be retained in an employee's personal file for up to one year. This time limit is established to ensure that the document serves its purpose without unduly influencing future evaluations or decisions regarding the employee, promoting fairness and the opportunity for improvement. After one year, the intent is to remove such documents to prevent them from having a lasting negative impact on an individual's employment record, allowing for a fresh assessment after a reasonable period of correction and growth.