Last updated on January 6th, 2025 at 09:21 am

The Dangers of Changing DNS Records Without Checking: A Guide for Small Businesses

Changing DNS records might seem like a straightforward task, but for small businesses, it can have significant repercussions if not handled properly. A single mis-step can lead to website downtime as happened to a client recently, email disruptions, and loss of customer trust. In this blog post, we’ll explore why it’s essential to approach DNS record changes with caution and how to ensure your business remains protected.

What Are DNS Records?

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DNS (Domain Name System) records are like the address book of the internet. They translate human-readable domain names, such as example.com, into IP addresses that computers use to communicate. Without DNS, your website and other online services would be inaccessible to users.

There are several types of DNS records, each serving a specific purpose. Here are some common ones:

• A Record: Maps a domain name to an IP address.
• AAAA Record: Maps a domain name to an IPv6 address
• CNAME Record: Redirects one name to another.
• MX Record: Directs email to the correct mail server.
• TXT Record: Provides additional information, often used for security purposes like SPF, DKIM, and DMARC.
• NS Record: Specifies which servers are authoritative for the domain.

Understanding these records is crucial before making any changes.

The Risks of Changing DNS Records

DNS records are foundational to your online presence. Altering them without proper checks can lead to unintended consequences, such as:

1. Website Downtime

One of the most immediate risks of modifying DNS records is taking your website offline as happened to a client recently. If the A record is incorrectly updated, visitors may be unable to access your site. For small businesses, even a short period of downtime can result in lost revenue and frustrated customers.

2. Email Disruptions

Email systems rely on MX records to function correctly. An error here can cause emails to bounce or fail to deliver altogether. This can be particularly damaging if you rely on email for customer communication, invoicing, or marketing.

3. Security Vulnerabilities

DNS records play a critical role in securing your online services. Misconfigurations can expose your business to threats such as spoofing or phishing attacks. For example, incorrect SPF, DKIM, or DMARC records can make it easier for attackers to impersonate your domain in emails.

4. SEO and Traffic Loss

If your DNS settings inadvertently point your domain to the wrong server or result in downtime, search engines may penalise your site’s ranking. This can lead to a drop in organic traffic, affecting your visibility and potential customer acquisition.

5. Lost Customer Trust

Customers expect your website and email services to be reliable. Frequent issues caused by DNS mismanagement can erode trust, damaging your brand’s reputation and customer loyalty.

Why Small Businesses Are Particularly Vulnerable

Small businesses often lack the technical expertise or dedicated IT teams to manage DNS records effectively. This can lead to:

• Over-reliance on third-party providers: Many small businesses depend on web hosting companies or domain registrars to manage DNS. While these providers offer support, errors can still occur.
• Limited monitoring and backup: Without proper monitoring tools or backup procedures, identifying and rectifying issues can be challenging.
• Budget constraints: Hiring experts or investing in advanced tools may not always be feasible, increasing the likelihood of mistakes.

Best Practices for Changing DNS Records Safely

To avoid the pitfalls of improper DNS management, follow these best practices:

1. Understand What You’re Changing

Before making any changes, ensure you understand the purpose of the DNS record you’re modifying. If you’re unsure, consult with an expert or your service provider.

2. Back Up Your Current Settings

Always document your current DNS settings before making changes. Take screenshots or export the configuration if your provider allows it. This ensures you can revert to the original settings if something goes wrong.

3. Use a Staging Environment

If possible, test changes in a staging environment before applying them to your live domain. This allows you to identify and resolve issues without affecting your customers.

4. Verify TTL (Time to Live) Settings

TTL determines how long DNS changes take to propagate across the internet. Lowering the TTL value to, say 300 seconds (5 minutes) before making changes can speed up propagation, allowing you to test and rectify issues more quickly.  Don’t forget to reset the TTL to a longer time once the changes have been made, tested and are correct though – we would suggest something like a value of 86400 seconds (1 day) or even 604800 seconds (7 days) if your server is unlikely to change.  A good explaination of the TTL record can be found on the Varonis site here

5. Monitor the Changes

After updating DNS records, monitor your website, email, and other services closely to ensure everything is functioning as expected. Tools like website monitoring services or email testers can help.  If things are not working, think if you can/need to revert to your previous settings or if it’s better to try and fix the problem from the point you are at.

6. Keep Stakeholders Informed

Inform your team and any relevant stakeholders about planned DNS changes. This ensures everyone is prepared to address potential issues promptly.

7. Work with Trusted Experts

If you’re not confident in managing DNS records, consider working with a trusted IT consultant or managed service provider. Their expertise can save you time and prevent costly errors.

Real-World Examples of DNS Mishaps

To highlight the importance of proper DNS management, let’s look at a couple of real-world examples:

Example 1: E-commerce Site Downtime

A small online retailer decided to migrate their website to a new hosting provider. During the migration, they incorrectly updated their A record, pointing the domain to an inactive server. The result? Their website was down for over 24 hours, leading to significant revenue loss and numerous customer complaints.

Example 2: Email Chaos

A local consultancy firm made changes to their MX records to integrate a new email service. However, they failed to configure SPF and DKIM records correctly, causing their emails to be flagged as spam by recipients. This disrupted their communication with clients and took several days to resolve.

Tools and Resources for DNS Management

Managing DNS records doesn’t have to be daunting. Here are some tools and resources that can help:

• DNS Hosting Providers: Many providers offer user-friendly dashboards and support to help you manage DNS records.
• DNS Propagation Checkers: Tools like https://dnschecker.org/ can help you verify that changes have propagated around the world correctly.
• Email Testing Tools: Services like Mail Tester can ensure your email configuration is correct.
• Monitoring Services: Platforms like Pingdom or UptimeRobot can alert you to issues with your website or services.

Conclusion

For small businesses, DNS records are a critical component of online operations. While changing them may seem simple, the risks of doing so without proper checks are significant. By understanding the potential dangers, following best practices, and leveraging the right tools and expertise, you can manage DNS records safely and keep your business running smoothly.

If you’re ever in doubt, don’t hesitate to seek professional assistance. A little caution today can save you from major headaches tomorrow.