A Guide to Domain Names and Best Practices for Managing Them

Introduction to Domain Names

A domain name is the unique address people use to find your business online. For example, yourbusiness.com or yourcompany.co.uk. It’s what customers type into their web browser or see on your email address. Your domain name is part of your brand identity, and it’s how your organisation is recognised and trusted online. Think of a domain name like the address of your business in the digital world—it tells people where to find you. Just as you wouldn’t want someone else taking over your physical office address, you need to protect your domain to ensure it is secure, available, and under your control at all times.

Why Domain Management Matters

Proper domain management ensures that your online presence remains secure and operational. Failing to manage domains properly can result in:

• Loss of access to your website and email.

• Brand impersonation by cybercriminals, who may set up lookalike websites.

• Security breaches, such as domain hijacking or traffic redirection.

• Reputational damage causes loss of trust from customers and partners.

This guide will introduce practical steps to secure and manage your domains effectively, with clear explanations of what needs to be done and why it’s important.

Guidance

Best Practice What Why
Assign Domain Ownership to Your Organisation Always register domain names in the name of your organisation, not an individual employee. Use a monitored, dedicated email address (e.g., domains@yourcompany.com) for managing domains. If domains are registered under an individual, you could lose access if they leave the company. A dedicated account ensures all communications—like renewal notices—are received so you don’t accidentally lose control of your domain.
Choose a Reputable Domain Registrar Use a well-established, trusted registrar for purchasing and managing your domains. Avoid relying solely on hosting providers, as this can complicate things if you change services. Reputable registrars provide tools and support to secure your domain, such as alerts for suspicious activity, protection against unauthorised transfers, and 24/7 customer support for emergencies.
Lock Your Domain to Prevent Tampering Use the “domain lock” feature provided by your registrar to stop unauthorised updates. For critical domains, request an additional registry lock (an extra layer of verification). Unlocked domains can be transferred or modified without your knowledge, which could result in loss of access or hijacking. Locking ensures only authorised changes are made.
Secure Access to Your Domain Management Account • Enable Multi-Factor Authentication (MFA) for domain management accounts.
• Use a strong, complex password (15+ characters) and store it securely in a password manager.
MFA adds an extra layer of protection, so even if a password is stolen, unauthorised access is prevented. Complex passwords reduce the risk of hacking.
Protect Your Domain with DNSSEC Enable Domain Name System Security Extensions (DNSSEC) to add cryptographic protection to your DNS records. Without DNSSEC, attackers can manipulate DNS records, redirect visitors to fraudulent websites or intercept email communications.
Monitor Your DNS for Changes Use DNS monitoring tools to alert you when DNS settings are changed or suspicious activity occurs. Changes to DNS settings can indicate an attack, such as redirecting traffic to a malicious site or disrupting your services.
Register Your Domains for Longer Periods and Enable Auto-Renewal Register your domain for the longest period available (up to 10 years) and enable auto-renewal to avoid accidental expiration. Expired domains can be quickly purchased by others—sometimes cybercriminals—causing loss of access and reputational damage. Auto-renewal ensures continuity.
Maintain a List of Your Domains Maintain an up-to-date inventory of all domains, including renewal dates, ownership details, and DNS configurations. A centralised inventory ensures nothing is overlooked, prevents accidental expirations, and helps audit your domain assets.
Create and Publish an Abuse Contact Set up a dedicated abuse contact email (e.g., abuse@yourcompany.com) and publish it on your website. Route abuse reports to your incident response or security team. Cyber security researchers often spot problems before you do. A clear point of contact allows you to resolve issues quickly and avoid further damage.
Register Variations of Your Domain Name Proactively register common misspellings, alternative extensions (e.g., .net, .co.uk), and variations of your domain name. Use tools to monitor for lookalike domains. Owning these variations reduces the risk of brand impersonation, phishing attacks, and fraud.
Keep Your Whois Information Accurate and Accessible Ensure your domain contact details are up to date. Where appropriate, allow authorised parties (e.g., security professionals) to view this information. Masked or outdated contact details may prevent legitimate parties from contacting you in case of a security incident.

Risks and Issues Associated with Domain Registration and Management

Managing domain registrations is a critical aspect of an organisation’s digital strategy, directly influencing its online presence, brand integrity, and operational continuity. However, several risks and issues can arise if domain management is not handled meticulously. These challenges include unauthorised domain transfers, exposure of sensitive registrant information, and potential service disruptions due to misconfigurations or lapses in domain renewal. Such vulnerabilities can lead to significant financial losses, reputational damage, and legal complications. Therefore, it is imperative for organisations to implement robust domain management practices, regularly audit their domain portfolios, and stay informed about the evolving landscape of domain-related threats.

Risk/Issue Description Business Impact Mitigation Strategies
Sale of Private Domain Information Registrars may sell domain information marked as private, exposing sensitive data. Unauthorised disclosure of information, leading to privacy breaches and potential legal implications. Evaluate the necessity of domain privacy services and consider removing them if they offer limited security benefits.
Unauthorised Data Release to Authorities Registrars may disclose private domain information to law enforcement or government agencies without adequate justification. Unauthorised disclosure of information, potentially damaging stakeholder trust. Assess the value of domain privacy settings and consider their removal if they do not provide significant security advantages.
Loss of Domain Ownership Due to WHOIS Privacy Domain ownership is determined by WHOIS records; privacy settings may obscure true ownership, complicating legal assertions. Loss of domain control, leading to operational disruptions, financial losses, and reputational damage. Ensure WHOIS records accurately reflect organisational ownership to maintain clear legal rights.
Privacy Hindering Intelligence Sharing Private contact information in WHOIS records can impede timely communication from security bodies regarding threats. Delayed response to cyber threats, increasing vulnerability to attacks. Include clear contact information in WHOIS records and public websites for efficient incident reporting.
Denial and Theft of Email Services Manipulation of MX records can allow attackers to intercept or disrupt email communications. Privacy breaches, loss of productivity, and reputational harm. Implement strong authentication and access controls for domain management services, and establish a tested recovery plan.
Customer Identity Theft via Phishing Domains redirected to fraudulent sites can lead to the theft of customer credentials. Reputational damage, regulatory fines (e.g., GDPR), and loss of customer trust. Secure domain management interfaces with robust authentication, and maintain a well-defined incident response plan.
Traffic Inspection or Manipulation Attackers may redirect domain traffic to malicious sites, capturing or altering data. Information leakage, reputational damage, and potential legal consequences. Protect domain control panels with strong authentication and access controls, and have a validated recovery plan.
Website Defacement Redirecting domains to defamatory sites can tarnish brand image. Reputational damage and loss of stakeholder confidence. Secure domain management interfaces and ensure rapid response capabilities to address unauthorised changes.
Orphaned Domains Due to Departed Registrants Domains registered to former employees can become difficult to manage or recover. Administrative challenges, potential legal issues, and service disruptions. Register domains under the organisation's name and maintain up-to-date contact information.
Registrant's Non-Business Domains Association with compromised personal domains of employees can attract attacks to business domains. Reputational damage and increased security risks. Use unique, business-specific contact information for domain registrations.
Fake Domains and Unauthorised Transfers Attackers may register similar domains or transfer existing ones without authorisation. Brand impersonation, service outages, and data breaches. Standardise registrant contact information, monitor for similar domain registrations, and apply registrar locks.
Unattended Domains Unused but registered domains can be exploited if not properly managed. Reputational damage, blacklisting, and regulatory fines. Monitor all registered domains and establish processes for managing unauthorised changes.
Unauthorised Domain Transfers Domains may be transferred without proper authorisation, leading to loss of control. Service outages, information leakage, and reputational harm. Apply registrar locks, use unique authorisation codes, and monitor for transfer notifications.
Stale WHOIS Data Outdated WHOIS information can facilitate domain hijacking. Service disruptions, legal non-compliance, and security vulnerabilities. Conduct annual reviews and updates of WHOIS records, maintaining evidence of compliance.
Inconsistent Domain Registrations Lack of standardisation in domain information can lead to management inefficiencies. Increased risk of errors, security gaps, and administrative burdens. Develop and enforce a standardised domain management policy covering all aspects of registration and maintenance.
Shared Hosting Vulnerabilities Hosting services shared with other entities may expose domains to additional risks. Service outages, information leakage, and reputational damage. Ensure hosting providers adhere to strict security standards and consider dedicated hosting solutions.
Shared Certificates Using shared SSL/TLS certificates can undermine customer trust and site authenticity. Loss of customer confidence and potential data breaches. Implement individual, organisation-validated certificates to establish clear site ownership.
Use of Let's Encrypt Certificates Free certificates like Let's Encrypt provide encryption but do not validate site ownership. Increased risk of phishing attacks and impersonation. Use Extended Validation (EV) certificates that require thorough identity verification.
Unreachable WHOIS Contact Email Inaccessible contact emails can lead to domain suspension by authorities. Service outages and reputational harm. Use reliable, monitored email addresses in WHOIS records, distinct from the domain's own services.
Social Engineering Targeting Personal names in WHOIS records can be exploited for social engineering attacks. Information leakage and increased susceptibility to attacks. Use organisational or generic contact names in WHOIS records to minimise exposure.
Absence of TLS Certificates Lack of TLS certificates results in browsers marking sites as insecure. Loss of customer trust, potential data breaches, and regulatory fines. Implement TLS with Extended Validation certificates to assure users of site legitimacy.

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