MinistryCentral Europe
1. Purpose of This Document
This document defines how media (primarily video) is received, named, organized, and prepared within MinistryCentral Europe.
It exists to ensure that:
- Media assets are easy to locate
- Courses remain maintainable over time
- Editors and coordinators can work efficiently
- Platform performance and reliability are preserved
This document applies to intake and organization, not editing or publication.
2. Scope of Media Covered
These standards apply to:
- Course teaching videos
- Instructional or training videos
- Supporting video material
- Audio recordings (where applicable)
They do not apply to:
- Marketing media
- Public-facing promotional content
- One-off communications not retained long-term
3. Canonical Intake Flow (Overview)
- Instructor submits media (or recording)
- Instructor Coordinator receives and validates
- Media / Video Contributor processes and uploads
- Media is organized and named in Vimeo
- Coordinators and Editors reference media as needed
Instructors never upload media directly to platforms.
4. Accepted Media Formats
Video
- MP4 (preferred)
- MOV (acceptable)
Audio
- MP3 (preferred)
- WAV (acceptable)
Unusual formats should be converted before intake.
5. Naming Standards (Non-Negotiable)
Consistent naming is critical for long-term maintenance.
Required Naming Pattern
<CourseCode>_<LessonNumber>_<Short-Descriptive-Title>
Examples
MF001_L1_The-Call
MF001_L2_Formation-and-Discipline
BS003_L4_Acts-and-the-Early-Church
Rules:
- Use hyphens instead of spaces
- Avoid special characters
- Keep titles concise
- Do not include dates or versions unless required
6. Versioning Rules
- Avoid version numbers in filenames unless necessary
- Revisions replace prior versions unless otherwise noted
- Deprecated media should be flagged, not deleted immediately
- Canonical references must always point to the correct version
7. Organizational Standards (Vimeo)
Media should be organized by:
- Course
- Section (if applicable)
- Lesson
Playlists or folders should mirror course structure.
Ad-hoc or personal organization is not permitted.
8. Quality Control (Intake Check)
Before media is accepted:
- Audio is clear and intelligible
- Video is stable and visible
- Content matches requested scope
- No sensitive or unintended material is included
Quality thresholds are reasonable, not perfectionist.
9. What Not to Do
- ❌ Accept unnamed or ambiguously named files
- ❌ Store media in personal cloud accounts
- ❌ Upload directly to WordPress
- ❌ Rename files after publication without coordination
- ❌ Accept incomplete or placeholder recordings
10. Escalation Guidelines
Escalate when:
- Media quality is insufficient
- Naming or structure conflicts arise
- Scope does not match expectations
- Sensitive issues appear in content
Escalation protects everyone downstream.
11. Relationship to Other Documents
This document works together with:
- Video Usage Policy
- Embedding & Referencing Video in Documentation
- Instructor Coordinator Guide
- Course Coordinator Guide
It does not define publication or authority.
12. Summary
- All media follows a defined intake flow
- Naming standards are mandatory
- Organization mirrors course structure
- Media is prepared for others to reference
- Consistency today prevents confusion later