Shared AI memory for teams: one business memory your staff's AI can use

Last verified 6 November 2026. AI memory features change quickly; dated claims were checked on this date.

A shared AI memory gives a team one place for what the business knows, outside anyone’s personal account, that the AI tools your staff already use can draw on.

Why teams need shared AI memory

Most team knowledge used with AI sits in personal chat histories. Each person briefs their own assistant. Nobody sees what the others told theirs. When someone leaves, it goes with them. And 28% of UK employees say their employer gives them no approved AI option, according to Microsoft UK research from October 2025.

What to look for in a shared AI memory for teams

1. Owned by the business, not by one person’s account.
2. Approval before anything is kept.
3. Sensitivity labels for confidential items.
4. A record of every read and write.
5. Works with the tools people already use.
6. Clear answers on storage, training, deletion and responsibility.

How AI Twin gives your team one shared AI memory

The team workspace in AI Twin is called Practice. Running a practice? Set up your own Twin first, then add the practice from the workspace switcher. It sits alongside, kept apart. People you share with see only what you allow.

• Approval: captures wait for your confirmation. Nothing is saved until you confirm.
• Sensitivity: every entry is tagged LOW, MEDIUM, HIGH or CRITICAL. LOW and MEDIUM memory can leave by default. HIGH leaves only with your per-destination opt-in. CRITICAL never leaves.
• Record: Every consequential read and write lands in an audit log you can see.
• Assistants: those that support MCP connectors, such as Claude, can search your memory once you connect them. ChatGPT works on a paid plan with developer mode switched on.
• Storage and training: Your memory and files are stored in the United Kingdom. AI inference, speech to text and email are processed in the European Union. Your content is not used to train AI models.
• Deletion: Closing your account gives you seven days to change your mind, then erases your memories, workspaces and account. Voice recordings and the raw text of voice notes are not yet removed with them, and we are changing that. Your export is emailed to you first, and you get a receipt.

Prices, including the cost of each further person you share with, are on the pricing page. Everything is free for the first 7 days. No card needed. Add one when you decide to stay.

Giving staff an approved AI option

Shared memory does not replace a policy. It makes the approved route the easy one. For the wider picture, see AI memory.

Questions people ask

Sources

• Microsoft UK, Rise in shadow AI tools raising security concerns for UK (13 October 2025)