ChatGPT has revolutionized AI conversations, but when it comes to managing your team's knowledge and expertise, it falls short. While it's great for general queries and can now handle document-based questions through ChatGPT Projects, it still can't remember your past chats or learn from your team's ongoing discussions. This is a big problem for businesses that need an AI assistant that not only answers questions but also grows smarter with every interaction.

Meet Tanka, the first AI messenger with long-term memory that grows with your team. Unlike ChatGPT, it remembers past conversations, learns from your team's knowledge, and fits effortlessly into your workflow—like a super-smart teammate who has access to up to date information and never forgets.

In this article, we'll look at why ChatGPT falls short as a knowledge base for teams and also understand how Tanka unique memory system makes it a real-time assistant that retains company knowledge.

The problem with ChatGPT as a knowledge base

Why ChatGPT fails as an internal knowledge management tool

ChatGPT, while powerful for general AI conversations, falls short as an effective knowledge management tool for businesses. Its limitations stem from several key factors:

• No memory retention: ChatGPT starts each conversation with a blank slate, forgetting all previous interactions. This means users must constantly reintroduce context, wasting time and effort.
• Lacks structured knowledge storage: Unlike dedicated knowledge management systems, ChatGPT doesn't organize information in a way that businesses can easily retrieve later. This leaves companies struggling to extract and manage valuable insights generated during conversations.
• No team-wide knowledge sharing: ChatGPT sessions are isolated to individual users, preventing the collaborative benefits of shared organizational knowledge. This limitation creates information silos within teams.
• No workflow integration: Integrating ChatGPT with tools like Notion, Slack, or internal documentation systems is not possible. This disconnect leaves valuable knowledge separate from where work actually happens.

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How ChatGPT Projects partially address these issues

OpenAI introduced ChatGPT Projects to improve document and model-based knowledge retrieval. This feature allows users to upload up to 20 files into a single project for analysis. Within a project, ChatGPT can process and reference these documents, making it easier to extract insights from structured data.

However, ChatGPT Projects still lacks true memory—once a project is closed, the AI doesn’t retain any data or its context. It also doesn’t link knowledge across different projects or integrate custom knowledge directly into team workflows, making it an incomplete solution for businesses looking for a centralized knowledge management tool.

How these limitations impact business productivity

The limitations of ChatGPT as a knowledge base have several negative effects on business operations:

• Repetitive time waste: Employees spend valuable time asking the same questions repeatedly, as ChatGPT cannot recall previous interactions.
• Loss of business insights: Without proper storage and retrieval mechanisms, teams lose valuable knowledge generated during ChatGPT conversations.
• Static vs. dynamic knowledge: While ChatGPT Projects can analyze uploaded documents, it doesn't address the need for real-time, evolving knowledge retention across team tools.
• Persistent information silos: ChatGPT's inability to integrate with enterprise tools where critical knowledge resides perpetuates disconnected information within organizations.
• Lack of context awareness: ChatGPT struggles to understand the full context of complex business scenarios, potentially leading to misinterpretations or inaccurate advice.
• Compliance and security concerns: Integrating ChatGPT with company tools raises issues around data privacy, regulatory compliance, and the protection of sensitive business information.

These limitations serve to highlight the need for more sophisticated, integrated AI solutions that can truly serve as effective knowledge bases for modern businesses. While ChatGPT offers powerful conversational abilities, its lack of persistent memory, structured knowledge management, and workflow integration make it inadequate for comprehensive enterprise knowledge management.

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AI knowledge base solutions: comparing top alternatives

This section explores leading AI-powered knowledge base tools and how they compare to Tanka.

ChatGPT Projects

ChatGPT Projects is OpenAI’s attempt to make ChatGPT more useful for document-based knowledge retrieval. It allows users to upload up to 20 files into a single project and ask questions based on their content. This makes it ahelpful tool for analyzing large documents, summarizing reports, or extracting key insights. However, it still lacks memory between sessions, meaning once a project is closed, ChatGPT forgets everything.

Key features:

• Supports detailed document analysis within a project.
• Answers queries based on uploaded files without requiring additional input.

Limitations:

• Does not connect across workflows or integrate with team communication tools like Slack or Notion.
• Forgetfulness persists; context is limited to the current project only.
• Maximum of 20 files per project, limiting the scope of knowledge that can be analyzed.

Notion AI

Notion AI is an extension of Notion’s popular workspace platform, adding AI-powered assistance to help teams organize and retrieve necessary information. It can generate summaries, show images, suggest edits, and improve search functionality within Notion. This makes it useful for internal documentation and structured knowledge storage, but it doesn’t actively surface information or provide real-time assistance in workflows.

Key features:

• AI-generated notes and content creation
• Document search capabilities

Limitations:

• Requires manual organization and does not proactively deliver knowledge in real-time interactions
• Heavily relies on the quality of user input for accurate results
• Limited ability to replicate human creativity and critical thinking

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Guru

Guru is an AI-powered company wiki designed to centralize knowledge and ensure information stays accurate. It works as a browser-based extension, allowing teams to access verified knowledge without leaving their workflow. Guru’s AI helps verify and update information, with relevant and accurate response but the system still relies on manual input, meaning it lacks memory for ongoing conversations and context-driven insights.

Key features:

• Browser-based knowledge retrieval
• Structured knowledge base with collaborative editing
• AI-powered search and content improvement with prompts

Limitations:

• Lacks AI memory and conversation-based knowledge retrieval for accuracy
• Requires manual categorization and updates for error-free responses
• Cost can be a concern for smaller teams or businesses

In the next section, we’ll explore how Tanka takes AI knowledge bases a step further by combining long-term memory with real-time team collaboration.

Introducing Tanka: turning conversations into company-wide knowledge

Tanka is revolutionizing how teams manage and access collective knowledge. More than just an AI chatbot, Tanka is the first AI messenger with long-term memory, designed to retain, structure, and surface critical business knowledge exactly when it’s needed.

Tanka’s Memory Cells: a smarter AI knowledge base

Unlike traditional knowledge bases that rely on static documents, Tanka continuously evolves, capturing live team discussions, shared files, and essential insights from tools like Notion and Slack. This ensures that employees spend less time searching for answers and more time making informed decisions.

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By turning scattered information into structured, accessible knowledge, Tanka acts as your AI-powered Chief Memory Officer, delivering context-aware support that remembers, learns, and grows with your team.

Key features of Tanka’s Memory Cells for knowledge management

AI-powered memory from chat history

Tanka's long-term memory capability sets it apart from tools like ChatGPT. It retains information from previous conversations, project discussions, customer queries, and business decisions, ensuring that valuable knowledge is preserved across all interactions. This feature significantly reduces repetitive questions by remembering company-specific workflows, team insights, and the answers to frequently asked questions.

Knowledge integration from team chat and Notion

One of Tanka's strengths is its ability to connect with various communication channels and knowledge repositories. It seamlessly integrates with group chats, Notion, and shared documents, organizing internal knowledge base without the need for manual updates. This integration allows employees to instantly retrieve historical project details, past meeting discussions, and internal documentation.

Calendar-powered knowledge recall

Tanka integrates with calendars for tracking past and future decisions. Employees can ask questions like "What did we discuss in last week's strategy meeting?" and receive a summarized response with key takeaways. This makes sure that crucial decisions and insights are never lost, enhancing team continuity and continuous learning and decision-making processes.

Real-time AI knowledge retrieval for teams

Tanka's AI assistant takes a proactive approach to knowledge delivery. Instead of requiring manual searches, it delivers relevant information to employees precisely when they need it. For example, if an employee asks, "What's our process for onboarding a new client?", Tanka will automatically pull the answer from past training discussions, wikis, and shared files. Manual search is time consuming. This feature significantly streamlines workflows and reduces the significant time spent searching for information.

Tanka turns scattered and unstructured data into structured insights, redefining AI-powered knowledge management. It learns, retains, and delivers information proactively, helping teams stay productive and organized.

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Main differences: Tanka vs. ChatGPT and AI knowledge bases

Let's explore what sets Tanka apart from ChatGPt and other AI knowledge bases out there.

Persistent AI memory vs. session-based responses

• Tanka: Tanka stores and retrieves past discussions, meeting notes, and project insights, ensuring AI-powered institutional knowledge is always accessible. This persistent memory allows teams to build a comprehensive knowledge base over time.
• ChatGPT, Notion AI, Guru: These tools forget previous interactions, requiring manual re-entry of context for each new session. This limitation can lead to repetitive work and loss of valuable insights.

Integrated team knowledge vs. standalone AI chat

• Tanka: Tanka seamlessly connects to Notion, calendars, and group chats to create a dynamic, AI-driven company knowledge system. This integration allows for automatic knowledge capture and organization across various platforms.
• Other tools: Other tools often require manual organization and search, making knowledge retrieval slower and less efficient.

Context-aware assistance vs. generic responses

• Tanka: Tanka provides real-time, contextually relevant AI assistance based on past interactions and integrated knowledge sources. It can proactively offer information or suggestions based on the current conversation.
• ChatGPT: ChatGPT lacks this contextual awareness, requiring constant user input for continuity. Users often need to restate context or ask the same questions repeatedly.

With persistent memory, integrated knowledge, and context-aware assistance, Tanka offers customers a smarter way to manage information. Its ability to learn and adapt makes it a valuable tool for businesses looking to have customers retain and use their collective knowledge effectively.

Comparison table: Tanka vs. ChatGPT and knowledge bases

Conclusion: AI-powered knowledge retention for smarter teams

While ChatGPT Projects, Notion AI, and Guru provide valuable knowledge storage, but they lack AI-powered knowledge retention and contextual assistance. ChatGPT Projects excels at analyzing static document sets, it cannot dynamically retain or integrate team-wide knowledge into workflows.

Tanka is the only AI-powered knowledge base that integrates with team workflows, retains past interactions, and delivers real-time knowledge retrieval. Its AI long-term memory and smart replies, transform scattered data into structured, actionable insights. By combining messaging, knowledge management, and AI-assisted support, Tanka offers a unified solution that grows with your team.

ChatGPT forgets—Tanka remembers. Try Tanka today and build an AI-powered knowledge base that grows with your team. Sign up for a free Beta

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