How VaultMe for Admins works

General overview

VaultMe for Admins is a self-service tool that securely transfers user content between online accounts. The app does not require software installation or administrative scripting and runs entirely in the cloud. It connects directly to cloud platforms through official APIs and does not access user devices or local systems.

VaultMe for Admins does not retain any of the customers' content on its servers or create exportable archives.

Migration setup stages

VaultMe for Admins follows a step-by-step workflow that includes the following stages:

1. Connecting source and destination environments.

The administrator creates a new project and connects source and destination user accounts to VaultMe for Admins.

2. Defining the migration plan.

The administrator adds users, maps source accounts to destination accounts, and organizes them into batches.

3. Scanning and readiness checks.

VaultMe for Admins scans all connected accounts to verify service availability, storage capacity, and overall readiness.

4. Configuring migration preferences.

The administrator selects how content will be organized in the destination Microsoft 365 accounts and which content types will be included in the migration.

5. Reviewing pricing and completing payment.

After the scan, VaultMe for Admins provides pricing based on the number of accounts included in the migration and their size, and the administrator completes checkout for the batch.

6. Starting the migration.

The administrator begins the migration when ready. A migration can be started immediately after the migration or at a later date. The recommended waiting period should not exceed 7 days because the accounts' scan results will expire.

7. Reviewing reports and verifying results.

After completion, the administrator downloads detailed reports for each account to confirm what was migrated and to identify any skipped items.

8. Running sync-up (delta) migrations.

Within 30 days after the migration initiation date, the administrator may run follow-up syncs to capture recent changes made in the source accounts.

Pre-migration checks and controls

During the migration setup process, VaultMe for Admins will check the readiness of accounts for migration. This includes checking whether:

• All accounts have valid licenses
• All necessary permissions have been granted
• All required services, such as email or files, are enabled in the destination and are accessible
• Destination accounts have sufficient storage space for the copied content

If some or all of the accounts are not ready for the migration, VaultMe for Admins displays actionable warnings. A migration can only be initiated after all pre-migration issues that may affect the migration results have been resolved.

Copy vs. move

VaultMe for Admins does not remove the content from the source; it only copies it. The original content remains fully accessible in source accounts until the organization decides to decommission it. Because the content isn’t deleted or altered, VaultMe for Admins supports safe testing, phased migrations, and delta syncs.

Migration flow

VaultMe for Admins migrates content incrementally, processing each item one by one via secure cloud-to-cloud API connections. VaultMe for Admins does not pre-download or accumulate a large pool of items before transferring. In most cases, there is no local cache where the content sits waiting to be uploaded later.

This means:

• Each item is read from the source and immediately written to the destination via secure cloud APIs.
• Because there’s no staged pool, VaultMe for Admins cannot keep migrating if the connection is interrupted or the source account is suspended/deleted. Progress resumes only when live access to the source is restored.
• Items that were already copied to the destination remain there. Items not yet copied cannot be migrated without source access.
• The system keeps track of every migrated item to ensure that nothing is skipped or duplicated.
• If a migration is paused by a customer or interrupted, VaultMe for Admins automatically resumes from the last completed item.

When VaultMe for Admins performs an initial scan, it does not download or copy your organization’s content. The scan only retrieves metadata, such as total content volume, number of items, and content categories, needed to calculate migration costs and estimate duration. No items are downloaded or temporarily stored during this step.