MAHARASHTRA STATE BOARD OF TECHNICAL EDUCATION

GOVERNMENT POLYTECHNIC RATNAGIRI

2023-2024

A PROJECT REPORT ON-

“SMART MAILBOX SYSTEM USING RASPBERRY PI”

SUBMITTED TO:

COMPUTER DEPARTMENT

UNDER THE GUIDANCE OF:

G.D.PATNE

SUBMITTED BY:

3206: SOHA RIYAZ ANSARI

3228-ARINA MOHAMAD EHAB MUKADAM.

3243- MASOOD GHAZI MUSHTAQ AHMED VANU.

THROUGH

GOVERNMENT POLYTECHNIC RATNAGIRI

2023-2024

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 GOVERNMENT POLYTECHNIC RATNAGIRI

2023-2024

MAHARASHTRA STATE BOARD OF TECHNICAL EDUCATION

CERTIFICATE

This is certify that Ms. Ansari Soha Riyaz, Ms. Mukadam Arina
Mohamad Ehab, Mr. Vanu Masood Ghazi Mushtaq Ahmed from
institute of Government Polytechnic Ratnagiri (Code 0013) having
Enrolment No. 2100130220, 2100130254, 2100130277.Has completed
Project Planning Report having title “SMART MAILBOX SYSTEM
USING RASPBERRY PI” in group consisting of 3 members under the
guidance of faculty guide.

G.D. PATNE A.A. KARKARE

(GUIDE) (H.O.D)

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 ACKNOWLEDGEMENTS:

We feel privileged to express our deepest sense of gratitude and sincere

thanks to our project Guide Prof. G.D.Patne for her excellence guidance
throughout our project work. Her prompt and kind help led to the
completion of the dissertation work.
We would like to thank our H.O.D (of Computer Department) Prof. A.A.
Karkare for giving us the opportunity and the necessary facilities to
present this report and providing us with various opportunities to learn.
However, it would not have been possible without the kind support and
help of many individuals and internet service.
We would like to extend our sincere thanks to all of them. This journey
has been a valuable learning experience, and we couldn't have
accomplished it without the support and guidance of those who believed
in us.
This project is a testament to the opportunities and growth that come
from being a student, and we are grateful for the chance to learn and
gain knowledge.
Last but not the least we would like to thank the collage staff for
providing us facilities and source that we needed for this project.

Thank you all for being a part of this journey.

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 ABSTRACT

In modern world, the technology has become very advanced.

Technology is used everywhere, for example some copy of
documents, reports, admission forms etc are sent with the help of
whatsapp or emails or by using some other apps. But still there are
some places where the copy or xerox aren’t useful, original
documents are required to complete some work. For example
official documents are required in court related work or patient’s X
Ray reports are required officially. Also in government sectors the
documents related work is done manually and original official
documents are required and there are many more sectors where
work is done with the use of official documents.
Using Smart mailbox system can be useful in such areas where
work is done manually. It will save lot of time of people and their
struggle to submit the documents or other documents related work
which is done manually.
This system aims to enhance convenience, security, and
efficiency in the process of submitting the documents.The core of
the system is a Raspberry Pi microcomputer integrated with
various sensors and modules.
Overall, the Smart Mailbox System offers a modernized and
efficient solution to the conventional mailbox experience. By
harnessing the capabilities of Raspberry Pi and technologies, this
system helps the individual for doing document related work
manually, providing a seamless and intelligent solution for the
digital age.

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 CONTENTS

CONTENTS PAGE NO.

CHAPTER-1 6-8
INTRODUCTION AND ITS
IMPORTANCE

CHAPTER-2 9 - 11
LITERATURE SURVEY

CHAPTER-3 12 - 19
PROPOSED DETAILED
METHODOLOGY

CHAPTER-4 20 - 21
REFERENCES AND COMPONENTS

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 CHAPTER-1

INTRODUCTION AND ITS IMPORTANCE

In today’s time, where there is advancement in technology, the

traditional mailbox is not often used due to its limited security.
Mailbox are generally used for receiving documents and store
them till the owner checks and retrieves it. But in traditional
mailbox, it is the responsibility of the owner to check the
mailbox on daily basis to know whether documents are
received or not otherwise the documents will be stored in the
mailbox for days. The major concern on the usage of this type
of traditional mailbox is that the owner are not always at home
or offices to receive the documents. So sometimes the letters
or documents remain stored at the post office. In addition, the
traditional mailboxes don’t have any technology and also don’t
have protection that is required in today’s world. Documents
put into the traditional mailbox may have a high probability of
missing. Also, the owner doesn’t know the details of the
person who is submitting the documents.
In modern world, the technology has become very advanced.
Technology is used everywhere, for example some copy of
documents, reports, admission forms etc are sent with the
help of whatsapp or emails or by using some other apps. But
still there are some places where the copy or xerox aren’t
useful, original documents are required to complete some
work. For example official documents are required in court
related work or patient’s X Ray reports are required officially.
Also in government sectors the documents related work is
done manually and original official documents are required
and there are many more sectors where work is done with the
use of official documents.
Now consider some cases that are listed below:
Case 1: Suppose, in court lawyer is busy in his meetings with
some client or is unavailable due to some other reason. In this

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case the other clients who have to give some important
documents has to wait for the lawyer to become available.
Case 2: Also in the medical sectors, If the required doctor is
busy in some surgery or is stuck in some emergency
situations or is busy in some other work then the long queue
of patients is formed to check their reports. The patients have
to wait for hours and will be stucked in hospital or clinic.
Case 3: In colleges, the process of submitting documents or
submitting exam forms is very hectic. A long queue of
students is formed for submission of such papers. It wastes a
lot of time of the department and students during this process
and utilizes the entire day for completion of this process.
Case 4: In government sectors, all the work is done using
original documents. It becomes very hectic for people to wait
in such a long queue just for submitting their documents.
Case 5: In some cases, the offices of some sectors are open
at a particular time and if someone is not available at that time
to submit documents then he or she has to wait for the
particular time or days for the office to open which causes the
person to struggle for submitting documents. In such cases if
Smart Mailbox system is present then the particular person
can submit the document even in the odd hours i.e even if the
shop is close.
And many more cases....

In all such cases the people/client/students/patients have to

wait in a long queue. And also in all these cases, most of the
time is wasted and people/client/students/patients have to
struggle just for submitting forms or reports or documents.
There is only one solution to all these problems. i.e.
“A SMART MAILBOX SYSTEM”.
It allows the people to submit their documents along with their
details without any problem and hesitation.

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Our project aims to help people to submit their documents
without any hassle using “A SMART MAILBOX SYSTEM”.
While submitting the documents the user will be asked to
enter its details before submitting, for the administrator’s
knowledge. The details entered by the user will be kept as a
record.
The smart mailbox system will be implemented using
Raspberry pi. The people having the less priority can submit
their documents instead of waiting in a long queue. If the
required doctor/lawyer/professor or any other authority is not
available, then in such cases the people can still complete
their task of submitting documents instead of waiting for long
hours and forming a queue or crowd.
In some cases, the offices of some sectors are open at a
particular time and if someone is not available at that time to
submit documents then he or she has to wait for the particular
time or days for the office to open which causes the person to
struggle for submitting documents. In such cases if Smart
Mailbox system is present then the particular person can
submit the document even in the odd hours i.e even if the
shop is close.
The Smart Mailbox system will provide security which will
avoid unauthorised access in unavailability of the
administrator. According to different sectors and their different
needs the Smart Mailbox can be customised. The cost of the
project will be depending upon the needs of the different
sectors as they will require different sensors. For this project,
we will be making a generalised mailbox which can be
implemented in all the sectors.

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 CHAPTER-2

LITERATURE SURVEY

“SMART MAILBOX SYSTEM USING RASPBERRY PI”

ARTICLES:

Paper name: INDIANAPOLIS

Author: PRNewswire
Issue date: 12 Sept
Arrive, the inventor of the nation's first smart mailbox
platform, has secured another patent for its high-tech mailbox
system designed for autonomous and conventional
package delivery. cThis is a big deal because it further
positions Arrive as the leader in the space of autonomous
delivery," said Arrive CEO Dan O'Toole. "We're actually a bit
ahead of the market, but that's great because we'll be ready
when the parcel delivery industry is ready for widespread roll-
out of autonomous delivery in a variety of forms."

Paper name: PR NEWS

Author: Arrive
Issue date: 10 July 2023
the smart mailbox company formerly known as Dronedek,
today announced that it raised more than $1.3 million from
428 investors, most of them new to the Indianapolis-based
innovator. The funding round closed Friday, July 7.
It's the second time Arrive has eclipsed $1 million in
crowdfunding efforts. The company now has nearly 5,000
individual investors and has raised more than $9 million in its
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total fundraising efforts since the company was founded in
2014. The startup now employs 15 people worldwide.

REVIEW:
Nowadays due to the advancement in the technology, people
have become less used to do submission of documents on
time or are busy in some work or the required authority to
which the documents are to be submitted are unavailable.
Even though there is advancement in technology there are
some cases where the original documents are required. In
such cases smart mailbox can be implemented. There are
some places where the copy or xerox of documents aren’t
useful, original documents are required to complete some
work.
For example official documents are required in court related
work or patient’s X Ray reports are required officially. Also in
government sectors the documents related work is done
manually and original official documents are required and
there are many more sectors where work is done with the use
of official documents. If “SMART MAILBOX SYSTEM” is
implemented in such sectors then people having the less
priority can submit their documents instead of waiting in a long
queue. If the required doctor/lawyer/professor or any other
authority is not available, then in such cases the people can
still complete their task of submitting documents instead of
waiting for long hours and forming a queue or crowd. It allows
the people to submit their documents along with their details
with enhanced security in smart mailbox system.

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 USES:
 KYC, other bank related documents
 X-ray ct scan document for various exp in medical fields with
voice note
 Health policy submission in multi speciality hospitals
 Students admission forms and related documents submission
without interacting with them for college offices
 Local municipal and government offices where common and
un confidential / confidential documents submission with voice
note
 Income tax, Sales Tax related document submission at local
CA Authorities.

PROBLEM STATEMENT:
There are some sectors where original documents or
reports are required to be submitted and there is a
long queue then the documents submission process
will take a long time to be completed. For example
Medical sector, Government sector, law sector ,
colleges etc where physical documents are required
rather than digital documents. Also if the required
authority is not present then the submitter who wants
to submit documents or reports have to wait for a
long time or till the required authority becomes
available. This causes wastage of time of both
authority and submitter.

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 CHAPTER-3

PROPOSED DETAILED METHODOLOGY

THE METHODOLOGY OF SMART MAILBOX SYSTEM FOR

SOLVING THE IDENTIFIED PROBLEM:

A Smart Mailbox System which is designed to accept the

documents, ask details of user, store the documents, protect
the documents or reports from unauthorised access to record
the voice notes if any and make sure that they are stored or
sent to the authority only. In absence of authority the user will
interact with smart mailbox and enter his or her details and put
the documents in it. In some there is a long queue, at that time
the people can put the documents in the mailbox and avoid
wastage of time by implementing smart mailbox system. By
implementing the smart mailbox system, the wastage of time
and forming of long queues can be avoided.

THE SYSTEM WILL MANAGE:

1. Details of user
2. Will store the documents safely
3. Will record audio if user wants to give message to
administrator
4. Will capture images for security
5. The documents cannot be accessed by anyone accept
administrator.
6. Will allow the user to store the documents at a particular
capacity, the user tries to keep the documents beyond the
capacity then the message will be displayed “BOX IS
FULL”

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 DIAGRAMS:
1. USE-CASE:

Figure gives overall view of the system functionalities. It also

shows the relationship between
different modules of the system. Viewing use case diagram use of
the system can be clearly

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demonstrated. The two user of the system accesses the
system modules according to the privileges provided to them
by administrator.

2. DFD LEVEL 0:

DFD LEVEL 1:

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3. ER DIAGRAM:

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4.SEQUENCE DIAGRAM:

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 THE SYSTEM IS DEVELOPED BASED ON FOLLOWING
LANGUAGE:
PYTHON: for interfacing components with raspberry pi.
Python is a versatile programming language commonly used for
interfacing with various hardware components and devices. It
provides a rich ecosystem of libraries and modules that facilitate
communication and control of peripherals.

BENEFITS OF SMART MAILBOX SYSTEM:

 It is one time investment which helps to overcome problem
and saves cost.
 Enhanced security
 Stored documents cannot be access by unauthorised users.
 Avoids long queues for submitting documents in different
sectors.
 Time saving
 Provides flexible time for submission of sensitive
documents or medical reports or government documents
 Increases professionalism
 Contactless submission of documents
 Human computer interaction (users get the knowledge how
to interact with such systems)
 One to one communication between user and authority
through audio messages.

LIMITATIONS OF SMART MAILBOX SYSTEM:

 Limited document capacity
 Need AUX power supply for raspberry pi and other
components.

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 (Can install with solar to overcome AUX power needs)
 Need to check audio notes and data periodically
 Need to unbox it periodically
 Software or hardware glitches may arise.
 It may increase cost according to needs of different sectors.
 If the Raspberry pi is damaged then the working of entire
system will stop.
 If stepper motors are stucked then the lead of the box will not
open or close.
 Better material better security but increased cost.
 Need to place box under shelter away from rain, snow and
extreme heat areas

FUTURE SCOPE:
1. Enhanced Security Measures (e.g., facial recognition, multi-
factor authentication).
2. Integration with Machine Learning for advanced image
recognition.
3. Collaboration with courier services for direct deliveries.
4. Compatibility with popular smart home platforms (e.g., Google
Home, Amazon Alexa).
5. Implementation of energy-efficient and sustainable features.
6. Dedicated mobile app and web portal for user management.
7. Geofencing for location-based mailbox adjustments.
8. Seamless integration with e-commerce platforms for direct
shipments.
9. Weather-resistant design for durability in various conditions.
10. Customization options for appearance and functionality

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CONCLUSION:
 As technology continues to evolve, smart mailbox system
represents how innovative technology can be in present.
 Implementing a smart mailbox system will be useful in many
sectors as it will save the time of people as well as the
struggle that they have to take just for submitting documents.
 Moreover the smart mailbox system will provide enhanced
security so that the people will keep their documents in it
without any hesitation.
 It can be customised as per the need of different sectors
which will make it more efficient and userfriendly.

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 CHAPTER-4

REFERENCES AND COMPONEENTS

 COMPONENTS:

HARDWARE RESOURCES REQUIRED:

1. Raspberry pi
2. Laptop for interfacing of components
3. Aluminium box as per need
4. Stepper motors
5. Different sensors
6. Microphone for recording voice notes
7. Camera for taking pictures (security)

SOFTWARE RESOURCES REQUIRED:

1. Raspbian OS
2. Python
3. API
4. Packages for sensors

 REFERENCE LINKS:

 http://yingchenliu.com/projects/lazymails-smart-
mailbox
 https://www.google.co.in/amp/s/www.instructables.co
m/Smart-Mail-Box/%3famp_page=true

Any one kit from above as per need:

 https://robu.in/product/raspberry-pi-3-model-b-plus-
starter-kit/
 https://robu.in/product/raspberry-pi-4-model-b-2gb-
starter-kithttps://robu.in/product/raspberry-pi-4-
model-b-1gb-starter-kit/
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 motors with raspberry pi:
 https://www.youtube.com/watch?v=fVeKFLShNfw
 https://www.electronicwings.com/raspberry-
pi/stepper-motor-interfacing-with-raspberry-pi
 https://projects-raspberry.com/control-stepper-
motors-with-raspberry-pi-tutorials-and-resources/
 http://www.pibits.net/code/raspberry-pi-ads1015-12-
bit-adc.php

Ref from Research Paper:

[1] Web Based Smart Mailbox SystemTurkish Online Journal of
Qualitative Inquiryhttps://www.tojqi.net › article › download

[2] Smart Mailbox Using Raspberry

PiIJRASEThttps://www.ijraset.com › best-journal › smart-...

[3] SMART MAILBOXTheseushttps://www.theseus.fi › bitstream ›

handle › S...

[4] Stepper Motor Interfacing with Raspberry Pi : Electronicwings

article

[5] Force Sensitive Resistor with Raspberry pi: Core Electronics

Article

[6] LDR with Raspberry pi : raspberry pi org article

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