The Importance of Keeping Domain and Contact Info Up-to-Date
Just the other day, a nonprofit we work with reached out in a panic. Their website was down, and so was their email. In the middle of an active campaign, their digital presence had vanished.
The culprit? A domain name that had quietly expired.
Ten years ago, the domain was registered by their founding director. Since then, the organization has gone through a few leaders. No one had updated the registrar account or login credentials, and the email tied to the domain was the original director’s personal address who has been long gone. When the renewal notice came and the credit card on file declined, no one received the alerts. The result was a full website and email outage. Not exactly a great day for a nonprofit trying to serve its community.
Unfortunately, we’ve seen this story more than a few times and it’s entirely preventable.
A Small Oversight, A Big Impact
Your domain is the digital front door to your organization. Lose control of it—even for a day—and your website, email, and online tools can come crashing down. For donors, customers, or partners trying to get in touch, it sends the wrong signal. For internal teams, it halts productivity. And if it falls into the wrong hands? Recovery can be costly, or impossible.
Best Practices for Long-Term Domain Management
Whether you’re a nonprofit with rotating leadership or a small business focused on growth, here are some steps to keep your domain safe, stable, and future-proof:
1. Use an Organization-Owned Email for Domain Registration
Create a dedicated admin email like [email protected] or [email protected]. This allows future leaders and vendors to maintain access without depending on personal inboxes that may disappear during transitions.
2. Centralize Access Credentials
Maintain a secure record of:
- Registrar login info
- Domain renewal dates
- DNS and hosting access
- Contact support numbers
Use a password manager that allows shared access (like 1Password for Teams or Bitwarden) and update credentials when staff roles change.
3. Enable Two-Factor Authentication
Protect against unauthorized access by enabling 2FA at the registrar and DNS level.
4. Auto-Renew & Monitor Expiration Dates
Always enable auto-renewal and ensure a valid credit card is on file. Better yet, set calendar reminders a month in advance of expiration dates, just in case.
5. Choose the Right Registrar
Stick with reputable registrars such as:
- GoDaddy
- Squarespace Domains
- Namecheap
- Cloudflare
Avoid cheap or obscure registrars that may cut corners on support or security.
6. Document and Audit Annually
Create a short SOP (standard operating procedure) that outlines who owns what and where things are stored. Review and update it once a year.
You’re Building for the Long Haul
Good digital infrastructure doesn’t just support your operations today, it safeguards them for the future. Staff may change, credit cards may expire, and email addresses may be forgotten, but your domain should remain rock solid.
If you're unsure who owns your domain or how it's set up, now is the time to check.
Need help reviewing your domain and DNS setup?
We’ve helped dozens of nonprofits and small businesses untangle messy registrations and move to a more sustainable setup. Reach out to Werkbot and let’s get your foundation squared away.