How to make checklists from 'knowledgebase' ???

How to best setup a database (knowledgebase) for use in making various process checklists that may share some of the same info ?
Eg, checklists for a building dept for how to get permits for different types of buildings that may all require some of the same types of plans but may also require some plans specific to the particular type of building, but in order to update a requirement only one database item would need to be changed in order to update all the checklists that include that common item.
Then to carry it one step further... to use the same database to update info publications that may have checklist type information in the narratives about the building permit requirements.
Hope that makes sense.
Thoughts ?
Where else to look ?