What is »JACoW«The »Joint Accelerator
Conferences Website«

Volker RW Schaa
Darmstadt, Germany

view from 6th floor San Go Kan building 2024-01-18

KEK, Tsukuba, Japan — 2024*… with my talk about JACoW, I want to explainv who I am,v and what I’m doing at KEK,v and also that JACoW has nothing at all to dowith cows (and is not pronounced as such).

*… with my talk about JACoW, I want to explainv who I am,v and what I’m doing at KEK,v and also that JACoW has nothing at all to dowith cows (and is not pronounced as such).
My name is Volker RW Schaa,
I’m from GSI/FAIR, Darmstadt, Germany
And to get an impression here are some(way too many) items from my CV:*1971 Technical University of Darmstadt (TUD)
enrolled for Physics, Electrical Engineering, and Technical Informatics
1974 Student Employee (½ FTE) of GSI
1976 Thesis at TUD/GSI "Heavy Ion Beam Emittance Measurements using Profile Harps"
1975–2020 full employee of GSI/FAIR
1975 Software development for operation of the linear accelerator (UNILAC)
1977–1982 Group Leader »Main Control Room Software« (Operations Department)
1982–2012 Group Leader »Main Control Room Software« (Controls System Department)
1988–2005 Deputy Leader: Controls System Department
2001 »JACoW« started for me (from 2007 as full FTE)
2012 Senior Scientific Advisor for the »Controls System Department«2017 Retired
2017–2020 employed as »Senior Scientific Advisor for Open Access Publication«and »JACoW«
2021–2024 working for MSU/USA, LNLS/Brasil, KEK/Japan, et al.
>2024-05 GSI/FAIR employee (¼ FTE)*Kazuro Furukawa — a constant supporter of JACoW —wanted some old accelerator conference proceedings
to be scanned and re-published with all the features of“modern” technology, such as DOIs, bibliographic records,
entries into InspireHEP, and searchable by e.g. GoogleScholar, etc.
He asked me and I happily accepted theinvitation for 2022 and 2023.
This was done first (after 33 years) for»ICALEPCS 1991« which was organized by
KEK in Tsukuba and took place in this building.
ICALEPCS 1987, 1995, and 1997 will follow.

*
The topics I will try to coverv A bit of pre-JACoW history (hmm, actually a lot)v How JACoW came into existencev JACoW’s goals — Main Purpose of JACoW
v JACoW Milestones
v What else is JACoW? Requirements, Charter, Community, …
v Where do we stand today, current activities and future

* pre-JACoW history
I remember from my early days that proceedings were books

* … history*Conferences once printed all their proceedings*As delegates you got a printed, shipped copy (when requested/payed).
I remember getting my proceedings volume of ICALEPCS’89 delivered
3 weeks before ICALEPCS’91!

*Institutes send people to conferences
to get printed proceedings*Printing and shipping was a big partof the conference budget*Even in JACoW’s early years printed
books were requested:★ I produced for LINAC’04 printed
proceedings: 2 volumes, full-color,
with hard-cover, 914 pages, 48 €

* … history*Conferences once printed all their proceedings* This became more complicated and expensive with the numberof papers (e.g. for PAC’95 more than 3,000 pages were expected)* Technical development set the path:* 1990: World Wide Web (CERN)* 1993: PDF and Acroread made free (Adobe)* 1994: 100 MHz PC processors (Intel)* 1995-2000: Dot Com BoomInternet usage/access grows 25×: 15 M to 350 M* PAC’95 decision: Electronic Publication* EPAC’96 and PAC’97 joined the editorial

team to learn how it might be feasible (see documentation)

*only a short detour: prices for printed proceedings* … history

You can still buy the proceedings of EPAC’96 on Amazon and Ebay

*only a short detour: prices for printed proceedings* … history

You can still buy the proceedings of EPAC’96 on Amazon and Ebay*

*only a short detour: prices for printed proceedings* … history

You can still buy the proceedings of EPAC’96 on Amazon and Ebay*

Prices for printed proceedings:* … history*Large portion of the registration fee was spent in the“old days” when all delegates received a printed copy

*Btw.EPAC’96 is still available for US$ 150–450 or ¥ 22,222*Proceeding copies are now sold through e.g. Curran Associates

for libraries (in the past JACoW got a small amount of royalties)*Other hardcopies US$ 100-300 (or less) for recent IPACs

* … history

John Poole EPAC’96

PAC’99

PAC’97

Leif Liljeby
EPAC’98

PAC’95

Leif Liljeby
EPAC’98

John Poole EPAC’96

Ilan Ben-Zvi
PAC’99Martin Comyn

Leif Liljeby
Leif
Liljeby
EPAC’98
EPAC’98

PAC’95
Bob Siemann

The birth of JACoW:
Martin
PAC’97Comyn
PAC’97

PAC’95 Leif Liljeby
APAC’98
EPAC’98
Yong-Ho
Chin

Christine Petit-Jean-Genaz
EPAC’96...

It wasIlan Ben-Zvi of BNL, the PAC’99
Programme Committee Chairman,
who suggested that it would be usefulfor sister conferences in the APAC,
EPAC & PAC series to publish theirproceedings at the same site.

* How JACoW came into existence
The birth of JACoW
came with Ilan Ben-Zvi’s idea to publish theelectronic proceedings at the same site.
The website for publication was decided to be at CERN and when

*EPAC’96 appeared,*soon PAC’95 and PAC’97 proceedings were added, followed by*EPAC’98, APAC’98, and PAC’99,
Finally the JACoW.org was established for the conferences website

What are the goals of JACoW?

* JACoW’s goals

vPublish high-quality sets of proceedings with access through the custom

interface which allows searching the proceedings with boolean searches
on keywords, title, authors and in the full text.

vProvide long-term archival storage to ensure longevity
and access to publication data.

vPublish conference metadata for the Open Archives Initiative (OAI).
vProvide and maintain a repository of user profiles and affiliation
for accelerator conferences.

vProvide support for conference organizers.

* JACoW’s goal: … high-quality proceedings
Publish high-quality sets of proceedings fromwhat authors provided in the early days turned
out to be quite an undertaking (quotes from PAC’95 and EPAC’96):

vMultitude of operating systems sources

and applications (most unknown today),different types of fonts, 7 or 8-Bit ASCII,
different character encodings, etc.

Problem:

vMultitude of operating systems source
vProblems with Type 3 fonts (LaTeX)* … high-quality proceedings

Problem:* … high-quality proceedings

vRequested media types for source
and PDF delivery:

v1 diskette containing the complete printable
paper as PostScript/PDF (could be zipped)

v1…n diskettes containing the native format(WORD, TeX, etc.)

v1…n diskettes containing the native format(Illustrator, Excel, etc.) source code for the
figures and charts.

vA printed copy of the paper for comparison
vFTP server in addition if above too restrictive

Problem:* … high-quality proceedings

vRequested media types for source
and PDF delivery:

v1 diskette containing the complete printable
paper as PostScript/PDF (could be zipped)

v1…n diskettes containing the native format(WORD, TeX, etc.)

v1…n diskettes containing the native format(Illustrator, Excel, etc.) source code for the
figures and charts.

vA printed copy of the paper for comparision
vFTP server in addition if above too restrictive

vSome pictures for those who do not remember

these times (maximum of a SD/DS floppy 1.4 MB)Problem:

vMultitude of operating systems source
vProblems with Type 1 fonts (LaTeX)
vAmount of work finishing papers:
time from 1995-05-08 to 1995-10-27
with the given people (5 days/week,
8 hours/day) gives ~2,600 hours.

vFinal publication after 5½ months

for 1099 papers totaling 3429 pages

vFor EPAC’96 Chris made the suggestion

to do the editing during the conference* … high-quality proceedings

Problem:* … high-quality proceedings

v: …
vFinal publication for 1099 papers totaling 3429 pages after 5½ months
vFor EPAC’96 Chris made the suggestion to process the papers during

the conference to be able to share the experience made while editing.

vTherefore at EPAC’96 in Sitges, Barcelona the following people met in

the Proceedings Office: Chris Petit-Jean-Genaz, John Poole, a CERN technicalstudent, Leif Liljeby, MSL (editor EPAC’98), Yong Ho Chin, KEK (APAC’98),
Martin Comyn, TRIUMF (PAC’99), and a few local people from Barcelona

vThis “JACoW model” brought together the people responsible for theelectronic publication of the conference proceedings within the
different regional series, to work and learn together.

vIt has been so successful that since 1996 all conferences have adopted it.

Problem: (quotes from PAC’97):* … high-quality proceedings

vWorking with A4 and Letter sized paper did notcause problems per se, only when it came to printing

vLeif Liljeby of Manne Siegbahn Laboratory (MSL)

came up with the idea of creating a JACoW paper
size by cropping the PDF file to the minimum
dimensions of A4 width and US Letter height.

vSince then JACoW uses this special paper sizein its provided templates.

Problem:* … high-quality proceedings

vExperiencing the amount of different source formats froma multitude of different applications, it was decided toprovide templates for the most used onesvMSWord for Windows and Mac,
LaTeX, and OpenOffice from
Sun/Oracle/ApachevThese templates came in

two versions: A4 and LettervSo dependent on what you
prefer, you will find:Problem:* … high-quality proceedings

vExperiencing the amount of different source formats froma multitude of different applications, it was decided toprovide templates for the most used onesvMSWord for Windows and Mac,
LaTeX, and OpenOffice from
Sun/Oracle/ApachevThese templates came in

two versions: A4 and LettervSo dependent on what you
prefer, you will findtoday just these two:(in earlier years we had tomaintain 3-4 versions of
Word in MS and Mac flavor)

Problem:* … high-quality proceedings

vExperiencing the amount of different source formats froma multitude of different applications, it was decided toprovide templates for the most used onesvMSWord for Windows and Mac,
LaTeX, and OpenOffice from
Sun/Oracle/ApachevThese templates came in

two versions: A4 and LettervSo dependent on what you
prefer, you will find:Problem:* … high-quality proceedings

vExperiencing the amount of different source formats froma multitude of different applications, it was decided toprovide templates for the most used onesvMSWord for Windows and Mac,
LaTeX, and OpenOffice from
Sun/Oracle/ApachevThese templates came in

two versions: A4 and LettervSo dependent on what you
prefer, you will find:Problem:* … high-quality proceedings

vExperiencing the amount of different source formats froma multitude of different applications, it was decided toprovide templates for the most used onesvMSWord for Windows and Mac,
LaTeX, and OpenOffice from
Sun/Oracle/ApachevThese templates came in

two versions: A4 and LettervSo dependent on what you
prefer, you will find.

vIn the future there will only be one LaTeX template as LaTeX
crops the page size automatically to the JACoW paper size.

* JACoW Milestones
Now I want to highlight some mile stonesin the years 2004 to 2023.
Be assured that much more happenedin the JACoW community then I’m goingto list in the coming slides but I wanted
to show important events that are stillin my mind as memorable (and are
therefore just a personal view).

* JACoW Milestones
v2004 Award for JACoW: Christine Petit-Jean-Genaz and John Poolev2004 First use of a production version of the
Scientific Programme Management System (SPMS)

v2004 First use official use of JACoW Proceedings Software Package (JPSP)
v2010 Award for JACoW: Christine Petit-Jean-Genaz and Volker RW Schaav2012 ISBN numbers for JACoW conferencesv2015 DOI registration for all JACoW papersv2019 RefScan: Reference Search in all of JACoW’s proceedingsv2019 CatScan: Word DOCX Validator to examine JACoW papers ahead of submissionv2020 ISSN numbers for all conferencesv2023 Scopus indexes LINAC and IBIC conferencesv2023 First use of a production version of the new JACoW-Indico Conference Systemhttps://vrws.de/EPAC2004-Award-Session.mp4* JACoW Milestones

v2004 Award for JACoW: Christine Petit-Jean-Genaz and John Poole
The following are extracts from thecitation the award carried:“From tiny acorns mighty oak trees
grow. An idea from Ilan Ben-Zvi in
1996, nurtured by others, has
finally spread its branches as the
JACoW collaboration reaches
maturity in 2004.”“While many individuals have played a part, none would begrudge recognition to
the two people whose foresight and enthusiasm have served to blend so manyvaried ideas together: John Poole, the Chairman of JACoW, and Christine PetitJean-Genaz, the EPAC Conferences Coordinator.”

* JACoW Milestones
v2004 The Scientific Programme Management System (SPMS)
At EPAC’04 the SPMS developed by Matt Arena is use for the first time
for abstract submission, paper upload and in the editorial office forpaper editing.
It is now available for all future conferences providing access to theCentral Repository containing author profiles and affiliation.
I could not find a picture from 2004
therefore I present an actual one.
The important display for editors is
the one to the left showing everything about the status.

* JACoW Milestones
v2004 First use official use of JACoW Proceedings Software Package (JPSP)At EPAC’04 my script package was used for the first time using XML data export fromSPMS.

* JACoW Milestonesv2010 Award for JACoW: Christine Petit-Jean-Genaz and Volker RW Schaa

* JACoW Milestonesv2012 ISBN numbers for JACoW conferences

This shows the block of ISBNs
provided by the German Registrar.
JACoW got the 1,000 ISBN block978-3-95450-xxx-x
This block is under own supervision
and we decide which conference
gets which ISBN number.
In this list the ISSN number is listed
too as these go hand-in-hand withthe conference series (see ISSN).

* JACoW Milestonesv2015 DOI registration for all JACoW papers
After several years of trying to acquire low-cost DOIs for
JACoW's papers (2-10 € in 2013), Germany was able toprovide free DOIs for research institutes in 2014, but the
metadata had to be hosted in Germany. This would havemeant doubling some of the data (PDFs + landing page +metadata). In 2015, Switzerland also made it possible foruniversities and research institutes to register DOIs free ofcharge. As our data are stored at CERN, this was the startof JACoW's DOI registration.
JACoW got the DOI basic URI 10.18429 which is a CERN subdomain
as format I defined JACoW-<conference-acronym+year>-<paper_code>a valid DOI for a JACoW paper might be 10.18429/JACoW-IBIC2027-TU7MO4I
A DOI is a persistent identifier or handle used to uniquely identify various objects, standardized by the International
Organization for Standardization (ISO). DOIs are an implementation of the Handle System;[they also fit within the URI system (Uniform Resource Identifier). They are widely used to identify academic, professional,
and government information, such as journal articles, research reports, data sets, and official publications.

* JACoW Milestonesv2019 RefScan: Reference Search in all of JACoW’s proceedings
In 2019 for the IPAC in Australia
ANSTO developed two tools which
are enormously important forevery author trying to provide
correct references to JACoW
proceedings papers.
Josh Peters of ANSTO refined thetool so that all relevant papers
published on JACoW can now befound with just a few entries.
The references can then be output
as bibliographic data in various
formats.

* JACoW Milestonesv2019 RefScan: Reference Search in all of JACoW’s proceedings
RefScan can provide formatted
output for Word, LaTeX and BibTeX
as can be seen to the right* JACoW Milestonesv2019 CatScan: Word DOCX Validator to examine JACoW papers ahead of submission
The second tool
developed at ANSTO by
Rosemary Waghorn in2019 for the IPAC in
Australia is named»Cat Scan«.
It is a Word DOCX (andLaTeX) validator which
detects wrong settings,
material out of margins,checks sequence of
citations, references,and pictures, and muchmore…

* JACoW Milestonesv2019 CatScan: Word DOCX Validator to examine JACoW papers ahead of submission
The second tool
developed at ANSTO (byRosemary Waghorn) in2019 for the IPAC in
Australia is named»Cat Scan«.
It is a Word DOCX (andLaTeX) validator which
detects wrong settings,
material out of margins,checks sequence of
citations, references,and pictures, and muchmore…

* JACoW Milestonesv2019 CatScan: Word DOCX Validator to examine JACoW papers ahead of submission

* JACoW Milestones
v2020 ISSN numbers for JACoW conferences

Now you see the ISSNs (which arenecessary for being recognized asa periodical and journal — and aneed for being indexed by Scopus)
on the JACoW Proceedings page:

the first ISSN numbers were provided in 2011 for
4 conference series by the International ISSN Board
in Paris — after this changed it took a long time
before JACoW was granted ISSNs for all current
conference series (2020 by the Swiss Registrar).

v2004 Scopus indexes LINAC and IBIC conferences
After many years of trials
in 2023 we finally succeededin getting two of our series
indexed by Scopus/Elsevier.
This will improve the visibilityof our authors and JACoW’s
rôle as publisher of quality
scientific papers.
My hope is that we manage to
get all conference series
indexed in Scopus in the near
future.

* JACoW Milestones

* JACoW Milestones
v2023 First use of a production version of the new JACoW-Indico Conference System
The SPMS Conference System
on Oracle was not maintainableanymore as the sole developer
Matt Arena was not available todeal with security issues which
threatened the operation ofconferences more and more.
Since 2016 the Indico team wasinvolved to add functionality to
the standard Indico system tomake it usable for JACoW’s
needs. IPAC’23 in Venice was thefirst time the new JACoW-Indico
conference System was used in
production.
More will be reported in the
future about the Indico system.

**First place where you find excellent proceedings*A Community with requirements and rules* What are the requirements of JACoW?
* What is the JACoW Charter?
* What does it mean “Community”?

*A Website with…

* JACoW: Producing Excellent Proceedings*
http://www.jacow.org/About/PoliciesRequirementsForPublishingOnJACoW*CC-BY 4.0: https://creativecommons.org/licenses/by/4.0/*Editor/IT participation in Team Meetings*Technical paper requirements* PDFs: proper metadata, margins, paper size, font embedding, version compatibility*Indico use not required* Use of Indico and repository requires agreement on repository privacy, quality, integrity* Indico new model still evolving*
http://www.jacow.org/About/Charter* JACoW operates according to the rules and policies of the

JACoW Charter, documented on jacow.org* The charter defines less what JACoW does, more how JACoW operates.

* Board of Directors composition, elections, responsibility and authority* Annual Team Meeting* Annual Stakeholder’s Meeting* (Nearly) always at IPAC to attract broadest audience* Main contacts* Chairperson* Meghan McAteer

Coordinator
Jana Thomson* “The existence of the JACoW site does not detract from the rights of individual conference organisers to publish theirproceedings on other web sites, storage media or hard copies of their choice.”*
http://www.jacow.org/About/TheCollaboration* JACoW is an international collaboration* Dedicated to prompt high-quality publication ofaccelerator science conference proceedings* Many stakeholders* Users of JACoW proceedings/papers* Institute representatives (Institutional “stakeholders”)* Conference representatives/organizers* JACoW Team and Board of Directors* There is often much overlap among all classes of stakeholders* http://www.jacow.org/StakeHolders/ListOfStakeholders:**Joint Accelerator Conferences on the Web(sites)* Proceedings hosted by CERN and KEK* JACoW wiki/website hosted by Elettra* Proceedings scripts (Volker for SPMS, now Ivan@github for Indico)* SPMS servers hosted by CERN and KEK (Indico: CERN)* Upload/download servers hosted by PSI, Jefferson Lab, CERN
* Legacy SPMS code (formerly supported by FNAL)* Source code, request tracking hosted by sourceforge* With investment in a functionality merge with Indico*We cannot hope to achieve our goals without the resources(hardware and time) provided by the support of national labs
and conference series

* JACoW: Producing Excellent Proceedings
Back to the production of proceedings and a big problem we face:
the paper delivered to JACoW conferences shifted from MSWord to LaTeX
and we do not have enough LaTeX editors: WE NEED YOU!

* JACoW: Producing Excellent Proceedings
Back to the production of proceedings and a big problem we face:
the paper delivered to JACoW conferences shifted from MSWord to LaTeX
and we do not have enough LaTeX editors: WE NEED YOU!

* JACoW: Producing Excellent Proceedings
This is the actual count ofproceedings on JACoW on
2024-02-28 with 2024 adding
three “new” proceedings withICALEPCS’91, FLS’23, and
ICALEPCS’23.
This brings it to a total of 253
proceedings.
Actions and updates toconferences can be seen on
https://accelconf.web.cern.ch/JACoW/Website-Updates.html

* JACoW: Producing Excellent Proceedings
Updates to JACoW.org can beseen in this table showing also
the number and size of filegroups (PDFs of papers, talkslides, posters, photo albums,
and the total size of theconference).
Currently we are at
Paper PDFs:
74,642
Talk PDFs:
84,197
Poster PDFs: 88,715
Photos [MB]: 102,411
Total size [MB]: 300,253

* JACoW: An Accelerator Community
This finishes my overview on JACoW* JACoW: An Accelerator Community
This finishes my overview on JACoW

It was fun to work and live here on the campus — Thank you for that!

* JACoW: An Accelerator Community
This finishes my overview on JACoW
It was fun to work and live here on the campus — Thank you for that!

KEKの皆さんの親切な対応に感謝します。

* JACoW: An Accelerator Community
This finishes my overview on JACoW
It was fun to work and live here on the campus — Thank you for that!
KEKの皆さんの親切な対応に感謝します。

I hope that we will meet in the near future again

* JACoW: An Accelerator Community
This finishes my overview on JACoW
It was fun to work and live here on the campus — Thank you for that!
KEKの皆さんの親切な対応に感謝します。
I hope that we will meet in the near future again

Maybe here on the campus for a JACoW Team Meeting?

* JACoW: An Accelerator Community
This finishes my overview on JACoW
It was fun to work and live here on the campus — Thank you for that!
KEKの皆さんの親切な対応に感謝します。
I hope that we will meet in the near future again

Maybe here on the campus for a JACoW Team Meeting? Like 2008?

* JACoW: An Accelerator Community
Maybe here on the campus for a JACoW Team Meeting? Like 2008?

* JACoW: An Accelerator Community
Maybe here on the campus for a JACoW Team Meeting? Like 2008?

Finally a special thank you to Kazuro for everything he did for me!