MinistryCentral Europe
1. Purpose of This Document
This document defines how content moves from Notion into the Echo Knowledge Base and under what conditions that transition is permitted.
It exists to answer one specific question:
When does something written in Notion become official?
Short answer:
Only when it is deliberately published into Echo KB.
2. Tool Roles (Clear and Non-Negotiable)
Notion
- Drafting environment
- Collaboration space
- Review and preparation layer
- Status tracking (Draft, Review, Ready)
Notion is never authoritative by itself.
Echo Knowledge Base (help.ministrycentral-europe.org)
- Canonical publication layer
- Official reference point
- Source of truth for users, instructors, and staff
Authority begins here — not earlier.
3. What Qualifies for KB Publication
Content may be published to the KB only if it is:
- Reviewed for clarity and consistency
- Aligned with existing governance documents
- Approved by the appropriate role (Editor / Lead / Admin)
- Assigned a clear category and scope
- Free of unresolved questions or placeholders
Drafts, brainstorming notes, and internal discussions must not be published.
4. Who May Publish to the KB
Authorized Roles
- Content Editors
- Web Platform Lead (structural items)
- Project Lead (governance-level documents)
Non-Authorized Roles
- General Contributors
- Instructors
- Course Coordinators
- Media contributors
These roles submit, but do not publish.
5. Required Preconditions for Publishing
Before publishing from Notion to Echo KB, the following must be true:
- Document status is Approved
- Ownership is clearly assigned
- Canonical scope is understood
- Any cross-references are resolved
- Formatting is KB-appropriate (not draft-style)
If any of these are unclear, publishing must be delayed.
6. What Happens During Publication
Publishing to Echo KB involves:
- Copying final content from Notion
- Applying KB formatting and structure
- Assigning categories and tags
- Verifying links and references
- Publishing intentionally (not accidentally)
- Treating the KB version as canonical
Once published:
- The KB version supersedes all drafts
- Notion becomes a reference, not the source
7. Handling Changes After Publication
After a document is canonical:
- Edits must follow Change Management Rules
- Substantive changes re-enter the lifecycle at Review
- Minor clarifications may be handled editorially
- Silent edits are not permitted
Canonical documents are
maintained
8. Avoiding Common Failure Modes
❌ “Notion is up to date, so it’s fine”
False. Only the KB is authoritative.
❌ “I fixed a typo directly in the KB”
Acceptable only for minor, non-substantive changes by authorized editors.
❌ “I’ll just copy it over quickly”
All publication is deliberate. Speed never overrides clarity.
9. Relationship to Other Documents
This document works together with:
- Documentation Workflow
- Status Lifecycle & Canonical Rules
- Documentation Contribution Guide
- Change Management Rules
None of these documents stand alone.
Together, they define a safe, scalable system.
10. Summary Rule (Memorable and Enforceable)
Notion is where documentation is prepared.
Echo KB is where documentation becomes true.