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Last reviewed: 16 August 2026

GIS for a small hapū

A small hapū does not need to imitate a council GIS department.

The strongest setup may be one laptop, a second person who knows where everything is, a small number of well-organised files, good backups and printed maps that work at hui.

Complexity is not maturity.

A realistic small-hapū setup​

A practical starting environment might include:

  • QGIS on one or two computers
  • one shared organisational storage location
  • one encrypted external backup
  • a small GeoPackage for maintained local layers
  • a read-only folder of source data
  • Google Earth Pro for quick viewing where useful
  • a few reusable print layouts
  • a simple source register
  • written notes on who can use or share restricted material

That setup can support a surprising amount of mahi.

Choose a few kaupapa​

Do not begin by building an inventory of everything the hapū knows.

Choose immediate uses such as:

  • hui maps
  • whenua and access
  • awa restoration
  • consent review
  • hazards around marae and kāinga
  • planting and monitoring
  • historical imagery
  • a small set of approved ingoa wāhi

Add capability because people need it, not because another organisation has it.

Keep the data small​

Most small hapū do not need to keep local copies of every national dataset.

Maintain only the layers that need local work or reliable offline access.

For large public datasets:

  • connect to services where that is practical
  • download only the rohe or catchment you need
  • keep a note of the source and date
  • refresh when the kaupapa requires current information

The Matawhenua starter kit can help with initial discovery, but operational data should still be refreshed from original sources when currency matters.

Use GeoPackage before a database server​

For one or two editors, GeoPackage is often enough.

Benefits include:

  • one file can contain several vector layers
  • works directly in QGIS
  • easier to back up than a server
  • supports useful field types and indexes
  • portable when used carefully

Move to PostGIS or another shared database only when simultaneous editing, scale, integrations or web services create a real need.

Separate restricted material​

Do not put sensitive material into the general hapū project simply because everyone currently using the laptop is trusted.

People change. Devices get repaired. Files get copied.

Use a separate controlled location for material such as:

  • wāhi tapu
  • detailed urupā information
  • whakapapa-related records
  • private whānau locations
  • restricted mahinga kai information
  • access details that could enable trespass

The main project can hold a safe reference if the kaupapa needs to know that additional information exists.

Paper is part of the system​

A3 maps, annotated prints and wall maps may be more useful at hui than an interactive application.

Paper can:

  • bring several generations around one map
  • work without internet
  • make annotation easy
  • avoid login and device barriers
  • support kōrero without making the technology the centre of the room

After the hui, photograph or scan marked-up maps where appropriate and record what was agreed. Do not automatically digitise every note.

See Paper maps still matter.

Backups without an IT department​

A small system still needs recovery.

At minimum:

  • keep working files in the agreed primary location
  • keep an encrypted backup on another physical device
  • keep the backup somewhere different from the main computer
  • test occasionally that the QGIS project and GeoPackage can actually be restored
  • document any passwords or encryption keys through an organisational process, not one person's memory

A backup that only one volunteer knows how to unlock is not a durable backup.

Build two people, not one expert​

The most important resilience step is getting a second person comfortable with the basics.

They do not need to be a GIS specialist. They should be able to:

  • find the files
  • open the main project
  • identify source and working data
  • export a map
  • understand which folders are restricted
  • locate account and backup information
  • know who to ask before publishing

That is enough to prevent the GIS disappearing when one person becomes unavailable.

A simple annual maintenance day​

Once a year, spend half a day on maintenance.

Check:

  • QGIS still opens the main projects
  • backups restore
  • source URLs still work
  • important public layers are current enough
  • old drafts are archived
  • user accounts still belong to the right people
  • restricted folders still have the right access
  • another person knows how the setup works

Do not turn this into a compliance exercise. The aim is to make sure the kete still works when it is needed.

When to grow​

Consider more infrastructure when you repeatedly hit a real limitation:

  • several people need to edit the same data
  • web access is genuinely needed
  • field collection is becoming frequent
  • imagery volumes are too large for the current setup
  • backups are becoming difficult
  • projects need automated data updates
  • the organisation has people and funding to maintain the next level

Until then, keep it simple.

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