Technical Document for Paperless Office

System
1. Introduction

The Paperless Office System is designed to digitize and streamline the management of files,
letters, employee information, and tax-related tasks. It provides an online portal for internal
and external stakeholders, automating document management, tax collection, and license
services. The project is estimated to cost ₹3.25 lakh and will take approximately 45-60 days
to complete. This document outlines the system's architecture, technical requirements, and
functionalities.

​Key Technical Points:

● Multi-Tier Architecture: Utilizes a 3-tier architecture (Client, Application, Database)

to enhance scalability and maintainability.
● Frontend Development: Built using React.js for responsive web applications and
mobile compatibility.
● Backend Framework: Developed in Python using a robust framework (such as
Django or Flask) for handling business logic and APIs.
● Database Management: Implements MySQL or PostgreSQL for structured data and
MongoDB for unstructured document storage.
● Secure Authentication: Employs OAuth 2.0 for secure user authentication and
Role-Based Access Control (RBAC) to manage access permissions.
● Cloud Hosting: Hosted on AWS, providing scalability, reliability, and security for data
storage and application deployment.
● Data Security: Incorporates AES-256 encryption for sensitive data, ensuring data
protection both at rest and in transit.
● Real-Time Notifications: Utilizes services like Twilio and Firebase for SMS and
push notifications, enhancing user engagement and information dissemination.

2. System Architecture
2.1. Overall System Architecture

The system follows a 3-tier architecture comprising:

● Client Layer (Frontend): User interaction through web and mobile interfaces.
 ● Application Layer (Backend): Business logic, data processing, and user
authentication.
● Database Layer (Data Storage): Secure data storage for files, user records, and
transaction data.

2.2. Components

● Frontend: Built using React.js for web interfaces and Android/iOS for mobile
applications.
● Backend: Developed in Node.js with RESTful APIs for communication between the
frontend and the database.
● Database: MySQL or PostgreSQL for structured data and MongoDB for unstructured
document storage.
● Authentication: OAuth 2.0 for secure user authentication and role-based access
control (RBAC).
● File Storage: AWS S3 or Azure Blob Storage for secure document storage and
retrieval.
● Notification System: SMS, Email, and Push Notifications through services like
Twilio and Firebase.

3. Technical Specifications
3.1. Hardware Requirements

● Server: Dedicated server with:

○ 16 GB RAM
○ 8-core processor
○ SSD storage (1 TB or higher)
○ High bandwidth (100 Mbps or more for optimal performance)
● Alternatively, a cloud solution like AWS or Azure with similar specifications can be
used for better scalability and redundancy.

3.2. Software Requirements

● Operating System: Linux (Ubuntu 20.04 LTS or later) for the server.
● Web Server: Nginx or Apache for serving web content.
● Backend Framework: Node.js (v14 or later).
● Frontend Framework: React.js (v18 or later).
● Database: MySQL (v8.0) / PostgreSQL (v13) for relational data and MongoDB (v4.4)
for file management.
● File Storage: AWS S3 or Azure Blob Storage for managing document uploads.
● Notification: Twilio (for SMS) and Firebase (for push notifications).
4. Functional Modules
4.1. e-File System

● Description: A digital filing system allowing users to create, access, and manage
files.
● Features:
○ Upload and store documents.
○ Assign access permissions.
○ Track file status and history (Audit trail).
○ Due date and priority settings.
● Technical Components:
○ File Upload: Frontend calls the backend API to store files in AWS S3 or
Azure Blob.
○ Audit Trail: Database logs all file changes and access with timestamps.

4.2. Letter Management

● Description: Allows the organization to manage incoming and outgoing letters

digitally.
● Features:
○ Upload letters via scan or photo.
○ Track letter status and replies.
○ Route letters to relevant departments.
● Technical Components:
○ Document Storage: Stored in MongoDB for fast retrieval.
○ Routing and Notification: Each letter is tagged and forwarded using
role-based routing with notifications.

4.3. Leave and Attendance Management

● Description: A module that allows employees to apply for leave and log attendance.
● Features:
○ Apply for leave online.
○ Track leave approvals and status.
○ Mobile-based attendance logging.
● Technical Components:
○ Leave API: Handles leave applications and status updates, storing
information in MySQL.
○ Attendance Logging: Logs attendance through REST API calls, with mobile
device geolocation for field staff.

4.4. Tax Management

● Description: Allows property owners to manage and pay their water and house tax.
● Features:
○ User registration.
 ○ Tax bill viewing and payment (online and offline).
○ Payment receipt generation.
○ Notifications for due taxes.
● Technical Components:
○ User Portal: Frontend developed in React.js for tax management features.
○ Payment Gateway Integration: Razorpay or PayPal for handling online
payments.
○ Admin Dashboard: Role-based access for admin to manage properties,
boards, and reports.

5. Database Schema
5.1. e-File System Tables

● Files Table:
○ file_id (Primary Key)
○ file_name
○ file_owner
○ created_at
○ updated_at
○ status (Pending/Approved/Rejected)
○ priority
○ due_date
● Audit Trail Table:
○ audit_id (Primary Key)
○ file_id
○ action_performed
○ performed_by
○ timestamp

5.2. Letter Management Tables

● Letters Table:
○ letter_id (Primary Key)
○ letter_subject
○ department_id
○ received_date
○ action_taken
○ status
6. Security
6.1. Authentication & Authorization

● OAuth 2.0 for user authentication.

● Role-Based Access Control (RBAC) to manage access permissions.

6.2. Data Encryption

● All sensitive data, such as personal information and payment details, will be
encrypted using AES-256 encryption.
● SSL certificates will be installed for secure communication between the client and
server.

6.3. Backup and Recovery

● Regular backups will be taken of all critical data (files, user information) using
automated tools like AWS Backup.
● Recovery plans in case of data loss or server failure.

7. API Documentation
7.1. File Upload API

● Method: POST /api/v1/files/upload

Request Body:
json
Copy code
{
"file_name": "document.pdf",
"file_data": "<base64encodedfile>",
"owner_id": 123
}

Response:
json
Copy code
{
"success": true,
"file_id": "abc123"
}
 ●

7.2. Leave Application API

● Method: POST /api/v1/leave/apply

Request Body:
json
Copy code
{
"employee_id": 101,
"leave_type": "annual",
"start_date": "2024-11-01",
"end_date": "2024-11-05",
"reason": "Vacation"
}

Response:
json
Copy code
{
"success": true,
"leave_id": "leave456"
}

8. Customization
● Customization Scope: The system can be fully customized to meet the
organization's unique requirements.
● Customization Process: Requirements will be gathered, reviewed, and approved
before development.
● Maintenance: Customization comes with a one-year modification window, and yearly
maintenance costs will be 35% of the final system cost.

9. Deployment Plan
● Phase 1: Set up the dedicated or cloud server with all required software.
● Phase 2: Deploy backend services and integrate databases.
 ● Phase 3: Deploy frontend web and mobile applications.
● Phase 4: Perform security and load testing.
● Phase 5: Go live and monitor system performance.

10. System Security

10.1 Data Security in the Database

10.1.1. Data Encryption

● Data-at-Rest Encryption: All sensitive data, including user information, file contents,
and financial records, must be encrypted using AES-256 encryption. This encryption
ensures that, even in the event of a data breach, the sensitive information remains
protected.
Implementation Details:
○ Use database encryption mechanisms such as MySQL Transparent Data
Encryption (TDE) or PostgreSQL pgcrypto for automatic encryption of
sensitive columns.
○ Store encryption keys in a secure Key Management System (KMS) like
AWS KMS, Azure Key Vault, or HashiCorp Vault.
● Data-in-Transit Encryption: All data transmitted between the client (web app or
mobile app) and the server will be encrypted using Transport Layer Security (TLS),
ensuring secure transmission and preventing any unauthorized interception.
Implementation Details:
○ Enforce HTTPS across all endpoints to guarantee that communication
between client and server is encrypted.
○ Utilize tools such as Let's Encrypt or AWS Certificate Manager for
managing SSL certificates.

10.1.2. Access Control

● Implement Role-Based Access Control (RBAC) to restrict access based on the

user's role. Users will only be given access to the data necessary to perform their
tasks.
Implementation Details:
○ Assign specific roles such as Admin, Employee, or Guest with distinct access
levels.
○ Apply Access Control Lists (ACLs) to control access at a more granular level,
such as file or record-specific permissions.

10.1.3. Secure Database Configuration

 ● Least Privilege Principle: Every database user will only be granted permissions
necessary for their role. Admin-level users will have full privileges, while general
users will have limited access.
Implementation Details:
○ Disable all unnecessary services or protocols on the database.
○ Use parameterized queries and prepared statements to prevent SQL
injection attacks.
○ Regularly update and patch the database server to eliminate known
vulnerabilities.

10.1.4. Audit Logging and Monitoring

● Enable audit logs for tracking actions performed by each user in the system. These
logs will capture all changes to data, including who made the change, when it was
made, and what was changed.
Implementation Details:
○ Use built-in database audit tools like MySQL Enterprise Audit or pgAudit for
PostgreSQL.
○ Implement monitoring tools like Prometheus or Grafana to track database
performance and detect potential security issues.

10.2. System Security Best Practices

10.2.1. Strong Authentication and Authorization

● Two-Factor Authentication (2FA): All users must undergo two-factor authentication,

especially for sensitive operations like approving tasks or viewing sensitive
documents. This involves both a password and a one-time verification code.
Implementation Details:
○ Use services such as Google Authenticator, Twilio, or Auth0 to implement
2FA.
● OAuth 2.0 Authentication: Secure login and session management using OAuth 2.0
and JWT tokens. Tokens should be encrypted and have a limited validity.
Implementation Details:
○ Implement JWT token expiration and refresh features for session
management.
○ Leverage libraries like passport.js to integrate OAuth 2.0 securely.

10.2.2. Secure Password Management

● Password Hashing: All user passwords must be hashed using a strong hashing
algorithm like bcrypt before storage. Passwords should never be stored in plain text.
Implementation Details:
○ Use bcrypt with a high work factor (e.g., 12 rounds of hashing).
○ Enforce strong password policies, including minimum password length, and
requiring a combination of uppercase, lowercase letters, numbers, and
special characters.

10.2.3. API Security

 ● Rate Limiting: Limit the number of requests to sensitive API endpoints, such as login
or file upload, to prevent brute-force attacks.
Implementation Details:
○ Use express-rate-limit in Node.js or similar tools to implement rate limiting.
○ Ensure all API inputs are validated and sanitized to avoid XSS (Cross-Site
Scripting) and CSRF (Cross-Site Request Forgery) attacks.

10.2.4. Regular Audits and Testing

● Conduct regular internal and third-party security audits and penetration testing to
identify potential vulnerabilities and improve system defenses.
Implementation Details:
○ Schedule bi-annual internal security audits.
○ Engage with third-party security firms for penetration testing at least once a
year.

10.3. Backup and Disaster Recovery

10.3.1. Automated Backups

● Regular automated backups of all critical data must be scheduled and stored in
encrypted form to ensure data recovery in the event of a breach or system failure.
Implementation Details:
○ Use cloud backup services like AWS Backup, Google Cloud Backup, or
Azure Backup for daily automated backups.
○ Ensure encryption of backups at rest and during transfer.

10.3.2. Disaster Recovery Plan

● A comprehensive disaster recovery plan will be developed to outline the steps for
recovery from data loss, server crashes, or security breaches. This plan should
include specific steps to recover lost data, restore services, and communicate with
users during outages.
Implementation Details:
○ Implement disaster recovery drills at regular intervals (quarterly or
semi-annually).

10.4. Intrusion Detection and Firewalls

10.4.1. Web Application Firewall (WAF)

● A Web Application Firewall (WAF) must be deployed to filter and monitor HTTP
traffic to and from the application. The WAF will protect against common web-based
attacks, including SQL injection, Cross-Site Scripting (XSS), and Denial of Service
(DoS) attacks.
Implementation Details:
○ Implement Cloudflare WAF or use AWS WAF for automatic protection.

10.4.2. Intrusion Detection System (IDS)

 ● Implement an Intrusion Detection System (IDS) to monitor the system for
unauthorized access and suspicious activities. This system will alert administrators to
potential intrusions or data breaches.
Implementation Details:
○ Use tools like OSSEC, Snort, or Fail2Ban for real-time detection and
response.

11. Security Summary

Security Layer Security Measure

Data Encryption AES-256 for data-at-rest, TLS for data-in-transit

Authentication OAuth 2.0, Two-Factor Authentication (2FA)

Access Control Role-Based Access Control (RBAC), Least Privilege Principle

Password Strong password policies, bcrypt hashing

Management

Network Security Web Application Firewall (WAF), IDS, SSL/TLS

Database Security Parameterized queries, encryption, audit logs

Backup and Recovery Automated encrypted backups, disaster recovery plan

Audit and Monitoring Security audits, penetration testing, real-time monitoring

System Design & Planning

1. System Design & Planning

● Technical Details:
○ Tools: Figma or Adobe XD (UI/UX design), Lucidchart (flow diagrams),
Swagger/OpenAPI (API design).
○ Technology Stack: Python (Django/Flask) for backend, React for frontend,
PostgreSQL for database, AWS for hosting.
○ Microservice Architecture: Decouple major services like e-file management,
leave management, and tax processing into distinct services.
○ API Versioning: Plan for version control of APIs.
● Duration: 3-4 days

2. Frontend Development

2.1 User App

● Technical Details:
○ Framework: React (with React Hooks and Context API for state
management).
○ Styling: CSS-in-JS with Styled Components or Sass for responsive design.
○ File Management: Integration with AWS S3 using the AWS SDK for secure
document uploads.
○ Authentication: JWT (JSON Web Tokens) for secure user sessions.
○ API Integration: Axios for making HTTP requests to the backend APIs.
○ Testing: Jest and React Testing Library for unit testing components.
○ Deployment: AWS Amplify or S3 for hosting the frontend.
● Duration: 8-10 days

2.2 Admin App

● Technical Details:
○ Framework: React with advanced features like Redux for state management.
○ Admin Panel UI: Ant Design or Material-UI for creating a sophisticated admin
dashboard.
○ Role-Based Access Control (RBAC): Manage roles and permissions on the
frontend based on user roles retrieved from the backend.
○ Real-Time Data: WebSockets or Firebase for real-time updates on e-file
submissions and employee attendance.
○ Testing: Jest and Cypress for E2E testing.
 ○ Deployment: Same as User App.
● Duration: 10-12 days

3. Backend Development

3.1 API Development

● Technical Details:
○ Framework: Django (Django Rest Framework) or Flask for building RESTful
APIs.
○ Authentication: JWT and OAuth 2.0 for secure user authentication.
○ ORM: Django ORM or SQLAlchemy for database interaction with
PostgreSQL.
○ Caching: Redis or Memcached for speeding up frequent queries (e.g., for file
lookups or user data).
○ RESTful Services: APIs for modules like file management, leave
management, tax services, and attendance.
○ Error Handling: Custom middleware for managing exceptions and providing
meaningful error responses.
○ Testing: PyTest for testing APIs.
● Duration: 10-12 days

3.2 Data Encryption

● Technical Details:
○ Encryption: AES-256 encryption for sensitive data, applied using Python
libraries such as cryptography or PyCrypto.
○ Password Hashing: bcrypt for securely hashing passwords.
○ Secure Transmission: TLS/SSL certificates for HTTPS communication
between frontend and backend.
○ Testing: Integration testing using Postman/Newman for encrypted data flow.
● Duration: 2 days

4. Database Setup

● Technical Details:
○ Database: PostgreSQL for relational data storage.
○ Data Schema: Plan for tables related to e-files, attendance, leave requests,
tax records, and audit logs. Optimize database normalization and indexing for
performance.
○ Backup: Automated backup scripts using AWS RDS backups or PostgreSQL
tools like pg_dump.
○ Replication & Scaling: Use Amazon RDS with read replicas to scale the
database horizontally if needed.
 ○ Testing: Database migration testing using Django migrations or Flask-Migrate.
● Duration: 3-4 days

5. File Storage & Management

● Technical Details:
○ Storage Service: AWS S3 for file uploads and secure storage.
○ Access Control: Use pre-signed URLs for secure file access and downloads.
○ File Versioning: Enable versioning in S3 for files in case of updates or
revisions.
○ Encryption: Enable server-side encryption (SSE-S3 or SSE-KMS) for data at
rest in S3.
○ Testing: Automated testing for file upload/download using mock S3 services in
unit tests.
● Duration: 2 days

6. Notification System

● Technical Details:
○ SMS: Twilio for sending SMS notifications to users.
○ Email: AWS SES (Simple Email Service) or SendGrid for sending emails.
○ Push Notifications: Firebase Cloud Messaging (FCM) for real-time
notifications on mobile or web apps.
○ Queue System: Implement a queue system using AWS SQS or Celery for
sending large volumes of notifications asynchronously.
○ Testing: Integration tests for notifications using mock services.
● Duration: 2 days

7. Payment Gateway Integration

● Technical Details:
○ Payment Gateways: Razorpay or PayPal integration with Python SDK.
○ Payment Flow: Implement secure payment gateways using client and
server-side integration with webhooks for payment confirmations.
○ Receipt Generation: Generate PDF receipts using Python libraries like
ReportLab or WeasyPrint.
○ PCI Compliance: Ensure that the application follows PCI-DSS compliance
guidelines.
○ Testing: Simulate payment processes in a sandbox environment.
● Duration: 3 days
8. Security Implementation

● Technical Details:
○ Authentication: Two-Factor Authentication (2FA) using TOTP (Time-based
One-Time Password) via Google Authenticator.
○ Authorization: RBAC (Role-Based Access Control) implemented through
Django’s django-guardian or Flask-Principal.
○ API Rate Limiting: Apply rate-limiting to APIs using django-ratelimit or
Flask-Limiter to prevent abuse.
○ Cross-Site Scripting (XSS) & CSRF Prevention: Secure frontend by using
libraries like helmet.js in React, and backend with CSRF tokens.
○ Vulnerability Scanning: Use tools like OWASP ZAP for identifying and
addressing security vulnerabilities.
○ Testing: Conduct static code analysis and penetration testing.
● Duration: 4 days

9. API Documentation

● Technical Details:
○ Documentation: Swagger/OpenAPI documentation for all API endpoints.
○ Interactive Documentation: Auto-generate API documentation using Django
REST Swagger or Flask-Swagger.
○ Testing: Test APIs using Postman or Insomnia to ensure correct responses
are returned as per the documentation.
● Duration: 2 days

10. Testing

10.1 Unit Testing

● Technical Details:
○ Tools: PyTest for backend unit tests, Jest for frontend component testing.
○ Test Coverage: Achieve at least 80% coverage of business logic, functions,
and components.
○ Mocking: Use mocking libraries (like unittest.mock or pytest-mock) to simulate
external dependencies (e.g., S3, payment gateways).
● Duration: 3-4 days

10.2 Integration Testing

 ● Technical Details:
○ Tools: PyTest, Selenium for automating integration tests.
○ Test Workflow: Validate end-to-end workflows, from file submission in the
User app to admin approval and payment gateway interactions.
○ Testing Environments: Set up separate staging environments on AWS for
integration testing.
● Duration: 3-4 days

10.3 Security Testing

● Technical Details:
○ Penetration Testing: Use tools like OWASP ZAP or Burp Suite to identify
security loopholes.
○ Vulnerability Scanning: Test for SQL injection, XSS, CSRF, and other
common vulnerabilities.
● Duration: 2 days

11. Deployment

11.1 AWS Hosting Setup

● Technical Details:
○ Services: Use AWS EC2 for hosting the backend, AWS RDS for the
database, AWS S3 for file storage, and AWS CloudFront as a CDN.
○ Auto-Scaling: Configure auto-scaling groups in EC2 to handle spikes in traffic.
○ Load Balancing: Use AWS Elastic Load Balancer (ELB) to distribute incoming
traffic across multiple EC2 instances.
○ CI/CD: Set up CI/CD pipelines using AWS CodePipeline or GitHub Actions for
automated deployments.
○ Testing: Test deployment using AWS CloudFormation templates and ensure
rollbacks are properly configured.
● Duration: 3 days

11.2 Final Deployment

● Technical Details:
○ Deployment: Deploy both the User and Admin apps on AWS with proper DNS
configuration using Route 53.
○ Post-Deployment Testing: Perform smoke tests and sanity checks
post-deployment to ensure everything is running smoothly.
● Duration: 2 days
12. Maintenance and Support

● Technical Details:
○ Monitoring: Use AWS CloudWatch or Datadog for monitoring app
performance and setting up alerts.
○ Patching & Updates: Regularly update the software stack, apply security
patches, and optimize performance based on user feedback.
○ Bug Fixing: Use Sentry for tracking and fixing errors in real-time.
● Duration: Ongoing

13. Project Timeline

● Total Duration: 45-60 days

Architecture Diagram
+----------------------------------------------------+
| User Interface Layer |
|----------------------------------------------------|
| +---------------------+ |
| | User App | |
| +---------------------+ |
| | Admin App | |
| +---------------------+ |
+----------------------------------------------------+
|
|
V
+----------------------------------------------------+
| Backend Services Layer |
|----------------------------------------------------|
| +--------------------+ +--------------------+ |
| | Authentication | | File Management | |
| | Service | | Service | |
| +--------------------+ +--------------------+ |
| +--------------------+ +--------------------+ |
| | Leave Management | | Tax Management | |
| | Service | | Service | |
| +--------------------+ +--------------------+ |
| +--------------------+ +--------------------+ |
| | Notification | | Payment | |
| | Service | | Service | |
| +--------------------+ +--------------------+ |
| +--------------------+ |
| | Reporting | |
| | Service | |
| +--------------------+ |
+----------------------------------------------------+
|
|
V
+----------------------------------------------------+
| Database Layer |
|----------------------------------------------------|
| PostgreSQL Database |
| +---------------------+ |
| | AWS S3 | |
| +---------------------+ |
+----------------------------------------------------+
|
|
V

+----------------------------------------------------+
| Cloud Infrastructure Layer |
|----------------------------------------------------|
| +-----------------+ +---------------------+ |
|| AWS EC2 | | AWS RDS | |
| +-----------------+ +---------------------+ |
| +-----------------+ +---------------------+ |
|| AWS S3 | | AWS CloudFront | |
| +-----------------+ +---------------------+ |
| +-----------------+ |
| | AWS Route 53 | |
| +-----------------+ |
+----------------------------------------------------+

Admin Panel Architecture Diagram

+----------------------------------------------------+
| Admin Interface Layer |
|----------------------------------------------------|
| +---------------------+ |
| | Admin Dashboard | |
| +---------------------+ |
| | User Management | |
| | File Management | |
| | Leave Management | |
| | Reporting | |
| +---------------------+ |
+----------------------------------------------------+
|
|
V
+----------------------------------------------------+
| Backend Services Layer |
|----------------------------------------------------|
| +--------------------+ +--------------------+ |
| | Authentication | | User Management | |
| | Service | | Service | |
| +--------------------+ +--------------------+ |
| +--------------------+ +--------------------+ |
| | File Management | | Leave Management | |
| | Service | | Service | |
| +--------------------+ +--------------------+ |
| +--------------------+ |
| | Reporting | |
| | Service | |
| +--------------------+ |
| +--------------------+ |
| | Notification | |
| | Service | |
| +--------------------+ |
+----------------------------------------------------+
|
|
V
+----------------------------------------------------+
| Database Layer |
|----------------------------------------------------|
| PostgreSQL Database |
| +---------------------+ |
| | AWS S3 | |
| +---------------------+ |
+----------------------------------------------------+
|
|
 V

+----------------------------------------------------+
| Cloud Infrastructure Layer |
|----------------------------------------------------|
| +-----------------+ +---------------------+ |
|| AWS EC2 | | AWS RDS | |
| +-----------------+ +---------------------+ |
| +-----------------+ +---------------------+ |
|| AWS S3 | | AWS CloudFront | |
| +-----------------+ +---------------------+ |
| +-----------------+ |
| | AWS Route 53 | |
| +-----------------+ |
+----------------------------------------------------+