Documentation Review Checklist
Purpose
This checklist is used to review the Maqsafy technical documentation before it is considered complete, approved, or ready to share internally.
The goal is to identify missing sections, unclear assumptions, security gaps, operational risks, and undocumented dependencies.
Docusaurus uses Markdown/MDX as its main authoring format, so this checklist should be maintained as part of the documentation site under the docs directory.
Review Principles
- Do not include unverified information.
- Do not document production secrets.
- Use
TBDfor unknown information. - Use
Needs Confirmationfor unverified implementation details. - Every security-sensitive feature must have ownership, scope, and testing notes.
- Every financial workflow must be traceable.
- Every credential lifecycle action must be auditable.
- Every production operation must include validation and rollback notes.
1. General Documentation Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Documentation is written in English | Yes | TBD | |
| Main navigation is organized clearly | Yes | TBD | |
| All pages open without build errors | Yes | TBD | |
| No default Docusaurus tutorial pages remain | Yes | TBD | |
| All placeholders are clearly marked | Yes | TBD | Use TBD or Needs Confirmation |
| No duplicated or conflicting content | Yes | TBD | |
| Page titles are consistent | Yes | TBD | |
| Sidebar order is logical | Yes | TBD | |
| Content matches Maqsafy scope | Yes | TBD | |
| Documentation has a clear owner | Yes | TBD |
2. SRS Coverage Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Dashboard scope is documented | Yes | TBD | |
| Mobile app boundaries are documented | Yes | TBD | |
| NFC dashboard boundary is documented | Yes | TBD | Dashboard does not scan/read NFC |
| Admin role is documented | Yes | TBD | |
| School Manager role is documented | Yes | TBD | |
| Supplier role is documented | Yes | TBD | |
| Operator role is documented | Yes | TBD | |
| School Staff Supervisor as non-login record is documented | Yes | TBD | |
| Functional requirements are traceable | Yes | TBD | |
| Non-functional requirements are traceable | Yes | TBD | |
| Use cases are represented or linked | Yes | TBD |
3. Architecture Review
| Check | Required | Status | Notes |
|---|---|---|---|
| System components are documented | Yes | TBD | Backend, frontend, dashboard, DB, Redis, Nginx |
| Request flow is documented | Yes | TBD | |
| Logical components are documented | Yes | TBD | |
| Integration boundaries are documented | Yes | TBD | |
| Data layer is documented | Yes | TBD | |
| Queue and background jobs are documented | Yes | TBD | |
| Redis usage is documented | Yes | TBD | |
| Docker usage is documented | If applicable | TBD | |
| Nginx usage is documented | If applicable | TBD | |
| Production vs staging vs local environments are documented | Yes | TBD |
4. RBAC and Tenant Isolation Review
| Check | Required | Status | Notes |
|---|---|---|---|
| RBAC roles are documented | Yes | Confirmed | Admin, Employee (with sub-types), Student |
| Permission matrix is documented | Yes | Confirmed | Updated in RBAC Permissions Matrix page |
| School scope rules are documented | Yes | Confirmed | |
| Supplier scope rules are documented | Yes | Confirmed | |
| Operator scope rules are documented | Yes | Confirmed | |
| Admin-only actions are documented | Yes | Confirmed | |
| Credential cancellation is Admin-only | Yes | Confirmed | Technical team confirmed |
| Credential replacement policy confirmed | Yes | Needs Technical Verification | Open Risk — SRS Alignment Note added |
| Cross-tenant access is denied by default | Yes | Confirmed by technical team; Evidence Pending | Tests exist per technical team; attach evidence before final approval |
| Backend enforcement is documented | Yes | TBD | Do not rely on frontend only |
| Negative RBAC tests are documented | Yes | Needs Evidence |
5. Data Model Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Core entities are documented | Yes | TBD | |
| User and role model is documented | Yes | TBD | |
| School and cafeteria model is documented | Yes | TBD | |
| Student model is documented | Yes | TBD | |
| Product and menu model is documented | Yes | TBD | |
| Wallet and transaction model is documented | Yes | TBD | |
| Ledger model is documented | Yes | TBD | |
| Procurement model is documented | Yes | TBD | |
| Invoice and settlement model is documented | Yes | TBD | |
| Refund model is documented | Yes | TBD | |
| Credential model is documented | Yes | TBD | |
| Audit log model is documented | Yes | TBD | |
| Support ticket model is documented | Yes | TBD | |
| Actual table names are confirmed | Yes | TBD | Replace generic names |
| Sensitive fields are identified | Yes | TBD | |
| Data access rules are documented | Yes | TBD |
6. API Documentation Review
| Check | Required | Status | Notes |
|---|---|---|---|
| API groups are documented | Yes | TBD | |
| Authentication flow is documented | Yes | TBD | |
| Authorization header is documented | Yes | TBD | |
| Login example uses fake data | Yes | TBD | |
| Protected endpoint examples exist | Yes | TBD | |
| API examples do not include real tokens | Yes | TBD | |
| API examples do not include real customer data | Yes | TBD | |
| Actual API routes are confirmed | Yes | TBD | Replace placeholders |
| OpenAPI specification exists or is planned | Recommended | Draft Available | See /openapi.yaml; final approval requires backend validation |
| Error response format is documented | Yes | TBD | |
| Rate-limited endpoints are identified | Yes | TBD | Login, OTP, sensitive actions |
7. Security Review
OWASP ASVS provides a basis for testing web application technical security controls and gives developers secure development requirements. NIST SP 800-53 Rev. 5 provides a catalog of security and privacy controls for information systems and organizations. Use these as security review references.
| Check | Required | Status | Notes |
|---|---|---|---|
| Authentication controls are documented | Yes | TBD | |
| Authorization controls are documented | Yes | TBD | |
| RBAC enforcement is documented | Yes | TBD | |
| Tenant isolation is documented | Yes | TBD | |
| TLS requirement is documented | Yes | TBD | |
| Encryption at rest is documented | Yes | TBD | Confirm implementation |
| Sensitive logging rules are documented | Yes | TBD | |
| Audit log requirements are documented | Yes | TBD | |
| Rate limiting is documented | Yes | TBD | |
| Brute-force protection is documented | Yes | TBD | |
| File upload security is documented | Yes | TBD | |
| Backup security is documented | Yes | TBD | |
| Incident response is documented | Yes | TBD | |
| Security references are included | Yes | TBD |
8. Financial and Wallet Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Wallet model is documented | Yes | TBD | |
| Transaction model is documented | Yes | TBD | |
| Ledger model is documented | Yes | TBD | |
| Refund workflow is documented | Yes | TBD | |
| Withdrawal approval is documented | Yes | TBD | |
| Settlement model is documented | Yes | TBD | |
| Financial actions require audit logs | Yes | TBD | |
| Duplicate financial effects are prevented | Yes | TBD | Idempotency |
| Payment integration failure handling is documented | Yes | TBD | |
| Reconciliation process is documented | Yes | TBD | |
| Manual financial changes require approval | Yes | TBD |
9. Credential Lifecycle Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Credential inventory is documented | Yes | TBD | Cards / bracelets |
| Credential assignment is documented | Yes | TBD | |
| Credential delivery status is documented | Yes | TBD | |
| Credential identifier visibility is controlled | Yes | TBD | |
| Same active credential cannot be assigned to multiple owners | Yes | TBD | |
| Credential cancellation is Admin-only | Yes | Confirmed | Technical team confirmed — see SRS Alignment Note in RBAC page |
| Credential activation / deactivation policy is documented | Yes | Confirmed | Manager, Parent, and Student only according to configured permissions and assigned scope — see SRS Alignment Note in RBAC page |
| Credential replacement policy is confirmed | Yes | Needs Technical Verification | SRS states Admin-only; technical team has not confirmed — Open Risk |
| Credential lifecycle history is documented | Yes | TBD | |
| Credential lifecycle actions are audited | Yes | TBD | |
| NFC dashboard boundary is documented | Yes | TBD | No NFC scanning in dashboards |
10. Deployment Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Deployment scope is documented | Yes | TBD | |
| Pre-deployment checklist exists | Yes | TBD | |
| Laravel deployment commands are documented | If applicable | TBD | |
| Frontend build process is documented | If applicable | TBD | |
| Docker deployment notes exist | If applicable | TBD | |
| Nginx validation commands exist | If applicable | TBD | |
| Post-deployment checks exist | Yes | TBD | |
| Rollback plan exists | Yes | TBD | |
| Migration review process exists | Yes | TBD | |
| Backup confirmation is required before risky release | Yes | TBD |
11. Backup and Restore Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Backup scope is documented | Yes | TBD | |
| Database backup process is documented | Yes | TBD | |
| File backup process is documented | Yes | TBD | |
| Configuration backup is documented | Yes | TBD | |
| Backup schedule is documented | Yes | Confirmed | Daily backup — MySQL to S3 |
| Retention policy is documented | Yes | Confirmed | Lifetime / indefinite retention |
| Backup storage location is documented | Yes | Confirmed | S3 |
| Restore process is documented | Yes | TBD | |
| Restore validation checklist exists | Yes | TBD | |
| Restore test has been performed | Yes | Confirmed | Technical team confirmed; evidence pending |
| RPO is defined | Yes | Confirmed — Needs Technical Wording | Zero data loss target; formal measurable wording required |
| RTO is defined | Yes | Confirmed | Less than 1 hour |
| Backup access restrictions are documented | Yes | TBD | |
| Restore testing is scheduled | Yes | Needs Evidence | Add test date and result |
12. Observability and Monitoring Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Health checks are documented | Yes | TBD | |
| Logging sources are documented | Yes | Confirmed | Laravel logs confirmed |
| Error tracking tool is documented | Yes | Confirmed | Sentry confirmed |
| Metrics are documented | Yes | TBD | |
| Alerting rules are documented | Yes | TBD | |
| Application down alert owner is assigned | Yes | Confirmed | CTO |
| All other alert owners are assigned | Yes | Needs Technical Verification | Required before production use |
| Queue monitoring is documented | Yes | TBD | |
| Database monitoring is documented | Yes | TBD | |
| Redis monitoring is documented | Yes | TBD | |
| Nginx monitoring is documented | Yes | TBD | |
| Integration monitoring is documented | Yes | TBD | |
| Backup monitoring is documented | Yes | TBD | |
| Security monitoring is documented | Yes | TBD |
13. Release Management Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Versioning approach is documented | Yes | TBD | |
| Release types are documented | Yes | TBD | |
| Branching rules are documented | Yes | TBD | |
| Pull request rules are documented | Yes | TBD | |
| Pre-release checklist exists | Yes | TBD | |
| Database migration review exists | Yes | TBD | |
| Post-deployment checklist exists | Yes | TBD | |
| Rollback process exists | Yes | TBD | |
| Hotfix process exists | Yes | TBD | |
| Security release process exists | Yes | TBD | |
| Release approval matrix exists | Yes | TBD | |
| Release log exists | Yes | TBD |
14. Incident Response Review
| Check | Required | Status | Notes |
|---|---|---|---|
| Incident severity levels are documented | Yes | TBD | |
| Incident lifecycle is documented | Yes | TBD | |
| Incident roles are documented | Yes | Confirmed | CTO, Product Manager, Manager Support, CEO |
| Communication channel is documented | Yes | Confirmed | Slack |
| Severity classification exists | Yes | Confirmed | Based on issue type |
| Communication rules are documented | Yes | TBD | |
| Runbooks exist for major incidents | Yes | TBD | |
| Evidence handling rules are documented | Yes | TBD | |
| Incident timeline template exists | Yes | TBD | |
| Incident report template exists | Yes | TBD | |
| Escalation criteria are documented | Yes | TBD | |
| Closure criteria are documented | Yes | TBD | |
| Incident commander is assigned | Yes | Confirmed | CTO |
15. Integration Review
| Check | Required | Status | Notes |
|---|---|---|---|
| SMS integration is documented | If applicable | TBD | |
| Email integration is documented | If applicable | TBD | |
| Payment gateway is documented | If applicable | TBD | |
| Object storage is documented | If applicable | TBD | |
| Webhook rules are documented | If applicable | TBD | |
| School roster import is documented | If applicable | TBD | |
| POS / cashier integration is documented | If applicable | TBD | |
| NFC integration boundary is documented | If applicable | TBD | Dashboard excluded from scanning |
| Integration failure handling is documented | Yes | TBD | |
| Integration monitoring is documented | Yes | TBD | |
| Integration secrets are not documented | Yes | TBD |
16. Documentation Approval
Technical Verification Update
This section records the latest technical verification received from the technical management team.
Documentation Status
| Area | Decision | Status |
|---|---|---|
| Final official documentation | Maqsafy does not currently have a final officially approved technical documentation baseline | Confirmed |
| Current documentation scope | Current documentation is an internal preliminary baseline | Confirmed |
| External sharing | External sharing may be considered later after sanitization and approval | Confirmed |
| Product / Company name in documentation | Maqsafy | Confirmed |
RBAC and Role Model
| Area | Decision | Status |
|---|---|---|
| Main account categories | Admin, Employee, Student | Confirmed |
| Employee account types | Manager, Seller, Parent, Supplier, Supplier Driver, Operator, Supervisor, Staff, Automated Call Driver, Service Provider | Confirmed |
| Additional role references | Service Provider and Supervisor exist in the system role model | Confirmed |
| School Manager scope | A manager can be linked to more than one school | Confirmed |
| Operator scope | An operator can be linked to more than one cafeteria | Confirmed |
| Supplier scope | Supplier can only access its own products, orders, and invoices | Confirmed |
| Custom permissions | Permissions can be controlled by user/account type and assigned scope | Confirmed |
Tenant Isolation
| Area | Decision | Status |
|---|---|---|
| School isolation | School users cannot access another school's data unless explicitly assigned | Confirmed |
| Supplier isolation | Supplier cannot access another supplier's data | Confirmed |
| Operator isolation | Operator cannot access another operator's cafeteria scope | Confirmed |
| Cross-tenant validation | Existing tests or validation are available according to technical team confirmation | Confirmed by technical team; Evidence Pending |
Credential Cards / Bracelets
| Area | Decision | Status |
|---|---|---|
| School Manager credential assignment | School Manager can assign card/bracelet to a student | Confirmed |
| Delivery status | School Manager can update delivery/order status | Confirmed |
| Credential cancellation | Cancellation is Admin-only | Confirmed |
| Credential activation/deactivation | Manager, Parent, and Student can activate/deactivate only according to configured permissions and assigned scope | Confirmed by technical team; Evidence Pending |
| Audit logging | Credential actions are logged with code details | Confirmed |
| NFC scanning | Dashboard does not perform NFC scanning/reading | Confirmed |
Backup and Restore
| Area | Decision | Status |
|---|---|---|
| Database backup | Daily backup exists | Confirmed |
| Backup storage | S3 | Confirmed |
| Backup retention | Lifetime / indefinite retention | Confirmed |
| Restore test | Restore has been tested | Confirmed |
| RPO | Zero data loss target; requires technical wording validation | Needs Technical Wording |
| RTO | Less than 1 hour | Confirmed |
Monitoring and Incident Response
| Area | Decision | Status |
|---|---|---|
| Monitoring stack | Laravel logs and Sentry | Confirmed |
| Alert recipient for downtime | CTO | Confirmed |
| Incident leadership | CTO, Product Manager, Manager Support, CEO | Confirmed |
| Incident channel | Slack | Confirmed |
| Severity classification | Exists and is based on issue type | Confirmed |
Remaining Technical Evidence Needed
| Area | Required Evidence | Status |
|---|---|---|
| RBAC testing evidence | Test cases or screenshots proving access denial across roles | Needs Evidence |
| Tenant isolation testing evidence | Evidence for school, supplier, and operator isolation tests | Needs Evidence |
| Restore test evidence | Last restore test date, environment, and validation result | Needs Evidence |
| RPO wording | Formal wording for zero data loss target | Needs Technical Wording |
| Payment idempotency | Confirmation that duplicate payment/webhook/job processing cannot duplicate financial impact | Needs Technical Verification |
| OpenAPI / Swagger | Draft OpenAPI file exists; hosted Swagger UI still needs confirmation | Partially Confirmed |
17. Final Risk Register
| Risk | Severity | Owner | Status | Mitigation |
|---|---|---|---|---|
| RBAC roles not confirmed | High | — | Closed | Roles confirmed by technical team — Admin, Employee sub-types, Student |
| RBAC backend middleware not verified | High | TBD | Open Risk | Complete backend permission review and provide evidence |
| Tenant isolation not evidenced | High | Backend | Open Risk | Evidence needed — technical team confirmed tests exist, but evidence must be attached before final approval |
| Actual API routes not confirmed | Medium | TBD | Open Risk | Extract routes from backend |
| Actual database schema not confirmed | Medium | TBD | Open Risk | Review schema and migrations |
| RPO not formally worded | High | TBD | Open Risk | Zero data loss target confirmed; requires formal measurable wording |
| RTO defined | High | — | Closed | Less than 1 hour — confirmed |
| Backup restore not evidenced | High | TBD | Open Risk | Restore confirmed by technical team; provide date, environment, result |
| Monitoring owners not fully assigned | Medium | TBD | Open Risk | Application down alert owner is CTO; all other owners need confirmation |
| Payment idempotency not confirmed | High | TBD | Open Risk | Review payment and wallet flows |
| Credential replacement policy unclear | High | TBD | Open Risk | SRS Alignment Note added; awaiting technical team confirmation |
| Credential lifecycle controls not evidenced | High | TBD | Open Risk | Test assignment, delivery, cancellation, activation/deactivation, replacement |
18. Final Documentation Status
| Area | Status |
|---|---|
| Architecture | Internal Baseline Ready |
| Applications | Internal Baseline Ready |
| Database | Actual Schema Integrated |
| API | Actual Route Definitions Integrated |
| RBAC | Technically Confirmed; Evidence Pending |
| Security | Documented; Evidence Pending |
| Deployment | Documented; Needs Operational Validation |
| Backup and Restore | Technically Confirmed; Evidence Pending |
| Monitoring | Confirmed: Laravel Logs and Sentry |
| Release Management | Documented; Needs Final Approval |
| Incident Response | Confirmed: Slack, CTO/Product/Support/CEO leadership |
| Integrations | Documented; Needs Provider-Level Confirmation |
Final Decision
| Decision | Value |
|---|---|
| Documentation ready for internal use | Yes, as an internal preliminary technical baseline |
| Documentation ready for technical review | Yes |
| Documentation ready for external sharing | No, requires sanitization and approval |
| Official final approved documentation | No, not yet |