18th September 2023    |    Insights

Domain Name Management and Personnel

As businesses continually strive to evolve, it is not uncommon for personnel changes to play a big part in their operations. Whether it’s due to new hires, departures, or restructuring, these transitions can impact various aspects of your organisation. One often overlooked area that should be incorporated into your personnel transition strategy is domain name management. The seamless continuity of your digital presence relies on maintaining control over your domain names, especially during times of personnel change. Here’s why and how to ensure this critical aspect remains intact.

Understanding the Domain Ownership Chain

Domain names are often registered under the name of an individual within the organisation, typically an IT manager, marketing professional, or business owner. If that individual leaves the organisation or transitions to a new role, there’s a potential risk of losing access to the domain name account if proper measures are not taken.

Incorporating Domain Management
Documentation is Key:

Maintain a comprehensive record of all domain names owned by your company, including registration details, renewal dates, and access credentials. This document should be accessible to relevant personnel within the organisation, not just the individual directly responsible for domain management.

Transfer of Ownership:

In cases where an individual responsible for domain management is leaving the organisation, initiate a transfer of ownership process. This involves changing the domain registration details to reflect the company’s official contact information rather than that of an individual. This ensures that domain control remains within the business, regardless of personnel changes.

Update Contact Information:

As part of the transition process, make sure to update the contact information associated with the domain names. This includes email addresses and phone numbers. This way, renewal notices and other important communications are directed to the appropriate personnel within the organisation.

Implement Multi-Factor Authentication (MFA):

Strengthen the security of your domain management accounts by enabling multi-factor authentication. This adds an extra layer of protection, making it more difficult for unauthorised individuals to gain access.

Educate Personnel:

Ensure that your employees, especially those in IT, Digital marketing, or any role involving online assets, understand the importance of domain name management. Provide training on how to access domain accounts and the steps to take during a personnel transition.

Regular Audits:

Conduct regular audits of your domain portfolio to ensure all ownership and contact information is up to date. This should be part of your routine cybersecurity and asset management practices.

Maintain an Escalation Plan:

Develop a clear escalation plan for domain-related issues. This ensures that if a problem arises during a personnel transition, there’s a designated process for resolving it promptly.

Personnel changes are an inevitable part of a company’s evolution, but their impact on your organisation’s digital identity doesn’t have to be negative. By incorporating domain name management into your personnel transition strategy, you can ensure the uninterrupted control and continuity of your online assets. Remember that domain names are valuable digital assets that require careful management and protection. By documenting, transferring ownership, updating contact information, and educating your team, you can navigate personnel changes without compromising your online presence. Just as you plan for other aspects of personnel transitions, a well-thought-out approach to domain management can keep your digital identity secure and thriving.