Four places, four jobs. Confusion between them is what produces the "I know we discussed this somewhere" problem.
- Durable knowledge goes in the knowledge base. If it will still be true next month and more than one person needs it, it belongs here: policies, how-tos, decisions, agreements.
- Work goes in the project management tool. Anything with an owner and a date. Never in chat, never only in someone's head.
- Files go in cloud storage. Signed contracts, source documents, anything you would need to produce for an auditor or a funder.
- Talk goes in chat, and expires there. Chat is never a source of truth. Nothing that matters may exist only in a chat thread.
The rule that makes it work: when a chat thread produces a decision or a task, it leaves. The decision goes to the knowledge base, the task goes to the project tool, and you paste the link back into the thread. The thread becomes a pointer, not a record.
Meetings follow the same rule. A recording or a transcript is raw material, not a record. If a meeting produced a decision, one line about the decision and the reasoning behind it belongs in the knowledge base before the week ends.
Your variation
Some teams keep full meeting notes in the knowledge base, others keep only decisions. Say which you do.