Here's the situation in our molding department. On the end of every molding press there is a clipboard with pads of blank paper. On theses paper pads the press operators write setup notes, process issues, and problems they have had during the shift. Their reasoning for this is to leave notes for the operators of the next shift. I agree that it is a good idea, but I feel that there should be a formal document number assigned to the sheet in order to make their notes and instructions more relevant and official. This would also help as evidence of continual improvement. Is there a specific definition of what should and should not be identified as a controlled document. I do realize that to some extent it is at our discretion to define controlled documents, but I would like to hear the opinions of others on the cove.

Here's the situation in our molding department. On the end of every molding press there is a clipboard with pads of blank paper. On theses paper pads the press operators write setup notes, process issues, and problems they have had during the shift. Their reasoning for this is to leave notes for the operators of the next shift. I agree that it is a good idea, but I feel that there should be a formal document number assigned to the sheet in order to make their notes and instructions more relevant and official. This would also help as evidence of continual improvement. Is there a specific definition of what should and should not be identified as a controlled document. I do realize that to some extent it is at our discretion to define controlled documents, but I would like to hear the opinions of others on the cove.

There are two primary reasons for creating a form:

Forms are used as a way of controlling the types of information being conveyed. If you want specific information, a standardized form is a good way to capture it.
Forms are used as records.If you're not concerned about the uniformity of the types of information the operators are jotting down, and you're not interested in keeping the information beyond the next shift, you probably don't need a controlled form.

It seems to me that the types of information the operators are writing down could be valuable in making improvements, but unless you have a plan for using the information you probably shouldn't create a form. Forms shouldn't be created simply to give an appearance of sophistication to a process that doesn't need it.

a record;)

Go back to the standard (specifically 4.2.1 d). If these notes were absent, or incorrect, would you lose effective planning, operation and control of the process? If so, then that information needs to be controlled (via 4.2.3). Assuming the need to be controlled, then let’s look to see if they are controlled.

a) did someone approve those notes for adequacy? ( the process operator)
b) does someone review and update those notes, and re-approve them? (again, the operator)
c) are changes identified? Is the revision status identified?
d) are they available at points of use?
e) are they legible and readily available?

It almost sounds to me like they need to, and may in fact be controlled. Remember, the rules for control are very loose. All you might have to do is to make sure your document control procedure allows for this level of control.

I agree with Jim and DB's reasoning. We also have spiral notebooks for the operators to write down the various things that may have happened during their shift. We view it as, strictly, a communication tool for the operators/setup personnel (therefore not a controlled document/record). We have them located at each processing operation (Die cast, machining center, grit blast, heat treat, etc.). The Value Stream Mgrs. or Cell Technicians review them and, if warranted, will transfer some information to a Corrective/Preventative Action register (which is controlled).