Message from the Executive Director

Welcome to the June Member Update. I'm very happy to announce that at long last the IRS has granted CrossRef tax exempt status. CrossRef incorporated as a New York Not-for-profit in February 2000 and was initially denied tax exempt status in 2003 and so began paying taxes in 2004 while the IRS reviewed the decision. After a lengthy review, the IRS granted CrossRef tax exempt status last month and all taxes paid to date will be refunded sometime in early 2007.

In other matters CrossRef has posted a couple of important documents created by the Institutional Repositories Committee. The first is a Glossary that defines key terms associated with Institutional Repositories (IRs), author self-archiving and having different versions of works available online and the other is CrossRef Guidelines for Standard Citations in Author Postings. There is more information below on both of these important documents and also about a new page on the website that consolidates the various CrossRef Guidelines - please take a look as all members should be familiar with these documents (and follow the guidelines too!).

Things are moving ahead on a number of projects and new services. CrossRef Web Services and the Search Partner program will be going live at the end of the month (see below for more information) and Multiple Resolution is moving ahead as a beta service - more information will be available on this next month.

On the meeting front CrossRef held a successful User Group meeting prior to SSP in Washington DC with almost 40 attendees.  On the deposit front I'm happy to announce that JSTOR deposits have begun and over 1.35 million articles have been deposited so far (JSTOR only deposits DOIs with the publisher's permission).

The Simple Text Query service (http://www.crossref.org/freeTextQuery) has been getting very positive feedback (this service enables a small number of DOI lookups with references formatted in common bibliographic styles - i.e. you can cut and paste a reference list from a PDF file to lookup DOIs) and as a result CrossRef has opened up the service to enable researchers to retrieve DOIs directly - we will be tracking the user of the service over the next few months while working out the long term plans.

Don't forget to check out the CrossRef Blog - http://www.crossref.org/crweblog/ - we will post news items about CrossRef to the list on a regular basis so check out the blog to keep up-to-date. (You can subscribe to the RSS feed - http://www.crossref.org/crweblog/index.xml). I recently posted an item about linking from and to book references - take a look at http://www.crossref.org/crweblog/2006/06/book_references_1.html.

On the staff front I'm very happy to announce two title changes for CrossRef staff members. To reflect the important operational role that Amy Brand has at CrossRef in developing new services and working with various committees (in addition to her key role in strategic business development), Amy's title is now Director of Business and Product Development. To reflect the important role that Lisa Hart has as CrossRef's financial manager, HR person, office manager and many other things, Lisa's title is now Business Office Manager. Both of these title changes reflect the important contributions that Amy and Lisa make as part of the CrossRef team.

Finally, CrossRef is recruiting for a new staff position of Metadata Quality Coordinator. As I have mentioned many times before, metadata quality is crucial for the ongoing success of CrossRef and the new position will enable CrossRef to proactively deal with metadata quality issues and work more closely with our member publishers on addressing any problems.

As always please feel free to contact with any issues/concerns/problems at epentz@crossref.org.


Upcoming Meetings

2006 Annual Meeting, Wednesday, 1 November 2006, Charles Hotel, Cambridge, MA, USA - Save the Date! We have started work on the agenda for this meeting and we are going to take a different approach from past years. We will be keeping the corporate part of the meeting and the updates on CrossRef activities short and we are going to focus on innovation in publishing and how CrossRef can play a role in fostering innovation. A set of speakers from outside publishing are being invited to give a view of how research is changing and how these changes will impact on the scholarly publishing process. Then we will end the day with a session giving members and other guests the chance to discuss CrossRef's strategic direction.


DOIs in Use

Guidelines Page

CrossRef has created a "Guidelines Page" (http://www.crossref.org/02publishers/guidelines.html) that links to the key documents for CrossRef member publishers covering aspects of using DOIs in online publishing, metadata quality and other topics.  All members should be familiar with these guidelines.

Institutional Repositories Committee (IRC) Documents

The IRC has released to very important documents. The first is a Glossary (PDF, 70k) developed by the IRC. The goal of the Glossary is to develop a common vocabulary that can be used in CrossRef's policies and guidelines concerning different versions of articles and what gets assigned a DOI. Important work regarding definitions for versions of journal articles is being done by a NISO/ALPSP working group (more information below). Bernie Rous, Chair of the CrossRef IRC, is also on the NISO/ALPSP working group and the plan is to coordinate the CrossRef Glossary with the final output of the NISO/ALPSP working group.

The second IRC document is CrossRef Guidelines for Standard Citations in Author Postings (PDF, 30k). This very important document provides recommendations for publishers to use when authors self-archive journal articles. If all publishers ask that self-archiving authors use a similar way of citing the authorized, published version of the work, including the use of the DOIs, this will be a great benefit to scholars and researchers by ensuring that they can get to the authoritative version of the content.


CrossRef Web Services and Search Partner Program

CrossRef Web Services (CWS) and the Search Partner Program were announced in December 2005 (http://www.crossref.org/01company/pr/press113005.htm) and in the last Member Update I reported on the key terms and conditions for Search Partners (http://www.crossref.org/06members/updates/update042106.html#anchor2c) work has been underway to launch the service.

CrossRef Web Services will officially launch at the end of June. Members will receive a communication describing how the service works in more detail and giving them the opportunity to "opt out" of the new service on a global level and thereby receive no further communications regarding partnerships for CrossRef metadata delivery. Members who do not opt out on a global level will be notified regarding each new partnership and then be given the chance to opt out within 30 days on a case-by-case basis. It is expected that the majority of CrossRef's members will participate, in order to streamline their own metadata sharing processes.

Suggested terms for publisher agreements with search partners. As a service to its members, CrossRef has posted at http://www.crossref.org/06members/search_terms.html a document that includes suggested language and terms for publishers entering into agreements with search partners who wish to crawl their full text. CrossRef Web Services only covers metadata delivered from CrossRef so it is still necessary for member publishers to have agreements with search engine covering access to and use of full text.

Key Statistics

Participating Publishers: 1,651 (http://www.crossref.org/01company/06publishers.html)
Voting Members: 356 (http://www.crossref.org/01company/17crossref_members.html)
Affiliates: 33 (http://www.crossref.org/01company/08intermediaries.html)
Agents: 8 (http://www.crossref.org/01company/08intermediaries.html)
Library Affiliates: 1,064 (http://www.crossref.org/01company/07libraries.html)

Statistics

Jan-May 2006

Jan-May 2005

Increase/Decrease

Queries

66,136,117

65,815,266

+0.5%

Matches

20,522,028

                14,303,279

+43%

Match %

31%

22% 

+43%

Current Deposits

717,628

585,999

+22%

Backfile Deposits

1,754,574

                  1,678,798

+5%

Total Deposits

2,472,202

              2,264,797

+9%

Total Records

                 21,146,699

                 16,183,129

+31%

# DOI Resolutions

56,242,514

                    40,274,221

+40%

# Members

                            352*

392

-10%

# Depositing prefixes

569

546

+4%

# Linking prefixes

                            465

                             279

+67%

# Journals

                         14,581

                        12,100

+20%

# Book Titles

22,318

8,815

+153%

# Conference Titles

8,321

n/a**

n/a

*The decline in members is due to the move to Sponsoring Memberships by a number of smaller societies.
**For a few months in 2005 the number of conference proceedings titles was calculated correctly.

The overall CrossRef statistics show very positive trends across the board. The number of Current deposits has been strong and the number of backfile deposits was very high due to the JSTOR deposits. In particular its important to note that the overall matching rate of 31% (the number of references sent to CrossRef that find a matching DOI) is well up on last year and the growth of book deposits has increased dramatically.

Deposit and query stats are regularly updated at http://www.crossref.org/06members/53status.html.  


Financial Update

Income Statement*:

1st Quarter 2006

Full Year 2006

$000’s 

Actuals

Budget

Budget

1Q/06 LE

Last Yr.

Revenues

716

757

3,075

3,035

3,140

Expenses

639

622

2,891

2,892

2,680

  Operating Income

77

135

184

143

460

New Initiatives/Other

0

40

40

  Oper. Inc. Incl. New Initiatives

77

135

144

103

460

Interest Expense, Net

18

17

68

69

81

Inc. Tax Provision/Translation Losses*

16

47

30

6

174

  Net Income

43

71

46

28

205

Cash Flow*: 

1st Quarter 2006

Full Year 2006

 $000’s

Actuals

Budget

Budget

1Q/06 LE

Last Yr.

Oper. Inc. Incl. New Initiatives

77

135

144

103

460

  Add:  Depreciation

94

80

320

334

354

  (Increase) Decr. in Working Capital*

519

626

145

98

10

  Less:  Capital Expenses

(7)

(50)

(342)

(257)

(164)

  Interest Income Realized

7

5

(68)

(69)

(81)

  Loan Cash Proceeds (Repayments)

(200)

(200)

(200)

State & Federal Income Tax Payments

(155)

-

(80)

(235)

Cash Generated

535

796

(81)

(226)

379

Add:  Beginning Cash Balance

1,198

1,198

1,198

1,198

819

Cash Balance (End of Period)

1,733

1,994

1,117

972

1,198

*These financials do not reflect CrossRef's tax exempt status. Future financials will be updated pending refiling of all tax returns from 2000-2005 on a tax exempt basis.

PILA activities during the 1st quarter of 2006 covering the months of January, February and March, led to the following financial highlights:

  • $716,000 of revenues—slightly under budget (by $41,000 or 5.4%) -- due to lower than projected Current and Backfile deposits during the quarter than in previous quarters.
  • $639,000 of operating expenses—over budget (by $17,000 or 2.7%) – was due to a number of issues.  Employee medical benefit increases were higher than expected (by $6,222 or 21%), and the other variances were due to timing issues that should even out by the end of the year.  Contractor fees were $16,383 or 82% over budget due to timing of project payments for the technical writer and the launch of the Free Text Query trial and to extra resources being spent on data quality.  
  • $535,000 of cash was generated during the quarter which is under the budgeted amount of $796,000. Of this variance, $155,000 was due to an unbudgeted federal and state income tax payment which was made before the notification of tax exempt status.  CrossRef made estimated 2005 and 2006 state and federal tax payments based on 2005 results to avoid paying any penalties. 

The 1Q/06 Latest Estimate for 2006 full year financial results is highlighted by:

  • $3,035,000 of revenues—slightly under budget (by $40,000 or 1.3%) -- due to lower deposits during the 1st quarter which is not anticipated to be recovered throughout the year.
  • $2,892,000 of operating expenses—on budget.
  • $972,000 of anticipated end-of-year cash balance---under the budgeted amount of $1,117,000 (by $145,000 or 13%) and mainly due to higher-than-budgeted income tax payments.

2nd Quarter Invoices - invoices for the period April - June 2006 will be sent at the beginning of July. The terms of payment are net 30. There are still invoices that haven't been paid from the first quarter and these will be sent with the new invoices.  Please pay all invoices promptly as non-payment will result in access to the system being shut off.


Business Development Update

New members

During the past three months, CrossRef welcomed the following new members and affiliates: American Society of Animal Science (ASAS), EMW Publishing, Patricia Seybold Group, PIERS Enterprise, Swiss Chemical Society, The Electromagnetics Academy, USDA Forest Service, Frontiers in Bioscience, California Institute for Human Science, The Higher Education Electronic & Audio-Video Press, Chinese National Research Information Center (NRIC), German Institute of Medical Documentation and Information (DIMDI).

Conferences

CrossRef held a very successful and well attended user group meeting preceding SSP, on June 6th. Presentations from the meeting are available at http://www.crossref.org/10meetings/2006_usergroup_agenda.html. CrossRef staff also gave presentations at ICSTI and ALA, and demoed the new Simple Text Query feature at SSP.


SSP News

I'm very happy to announce that Amy Brand has been elected to the Society for Scholarly Publishing board of directors. Amy has been an active member of SSP for a number of years and done a lot of work on various SSP committees - congratulations!

The SSP Annual Meeting earlier this month in Washington, DC was very successful and presentations should be available soon at http://www.sspnet.org/. Don't forget that the SSP Top Management Roundtable meeting is September 6-8 in Philadelphia.


DOI News

The IDF held a very successful Annual Meeting on June 20th in Oxford. The IDF's restructuring is going according to plan and there are a few potential applications of the DOI in new sectors that look very promising. After the IDF Annual Meeting on June 20th the IDF held a seminar, DIGITAL OBJECTS AND THE MANAGEMENT OF INFORMATION, in collaboration with the Oxford Internet Institute and the e-Horizons Institute. Presentations from the meeting are available on the IDF website - http://www.doi.org/doi_presentations/seminar_20Jun06/agenda.html.


NISO News

As mentioned above NISO and ALPSP have formed the the NISO/ALPSP Working Group on Versions of Journal Articles - http://www.niso.org/committees/Journal_versioning/JournalVer_comm.html - to develop common definitions for versions of journal articles at different stages in the scholarly communications life cycle.

I'm also happy to report that Chuck Koscher is standing for a NISO board seat. CrossRef has been a member of NISO for a few years now and part of our startegic goal as an organization is to promote standards so our active involvement in NISO will help achieve this aim and we plan to represent our members in NISO matters.

The June NISO Newsline - http://www.niso.org/news/newsline/NISONewsline-Jun06.html - provides information on a range of NISO activities.