I guessed I understood what the word "controlled document" mean now...regardless of whether there is a controlled stamp on it, it means a doc we shall control to ensure correct version are used.
Yes. But beyond just version, it also needs the right content and someone with suitable authority needs to have authorised its use. (4.2.3a) and of course it must be identifiable (4.2.3e)
But there are really a lot!
There often are! That's why the Standard says your system documentation must include
'documents, including records, determined by the organization to be necessary to ensure the effective planning, operation and control of its processes' 4.2.1d. The responsibility is yours to work out what they are in
your organisation.
And it then gives you specific instructions on what needs to be 'controlled' them (really, managing them) as
'Documents required by the quality management system' in 4.2.3.
Route Card is one of them. We were told it "shall" and "should" be controlled with such stamp from different people auditing us. We are confused!
I'd consider the 'master' copy/template of a Route Card as a document you control. If you change it/update it, you want to make sure you use the latest (revised) Route Card for all future jobs, surely? An individual Card is then created/issued for individual jobs (I assume) with specific instructions on it. It may / often is updated as it travels its route, gathering notes/signatures/whatever as it goes. And so once completed, it shows a history of a particular job. Now, I treat that Route Card as a
record.
But layman can't understand, layman only knows what doc they were told to use and what they were told has been obsolete.
If by 'told' you mean purely verbal instructions, this may be a weakness. Memory is notoriously faulty! But if you mean 'told' as in a formal notification, accompanied by some kind of good practice like removing previous versions & replacing with the latest, that's fine.
Instead of asking the user "is this doc current?". I think we should ask "are you using this doc for the work?".
Yes, that's often a good way to go. The 'controlled doc' thing is a rather technical term that many people don't like at all! BUT if the answer to the question is Yes, the next question should be: And is it the
latest version? (or current, up to date, whatever you like). And if that's Yes, any auditor will ask: How do you know that? And they (or you) better be able to give a reasonable answer. Another good question to ask is: If you are using it for work, what would the impact be if you were using an old/out of date/not current one?
Can I assume that 4.2.3g not only meant for preventing the unintended use ovf obsolete doc but also applies to incorrect version?
Yes. Same thing really.
using obsolete drawing lead to huge loss of material and money, but not for all the doc in the company.
Exactly. Wrong drawings = huge loss of material and $$. Which is
why control is important in a quality system! But it doesn't mean every single little document has to be controlled to the Nth degree - using an old version of an Application for Leave form, for example, might be nothing more than a very minor inconvenience, with no impact to quality of product or service.