Diamond OA Guide
The Hitchhiker’s Guide to Starting an Independent Diamond Open-Access Journal
Version 0.1 — September 2026
What this guide is for
An independent Diamond open-access journal provides immediate open access to its content and charges no fees to authors. That does not mean that publishing has no costs. It means that the journal meets its costs through a combination of institutional support, shared infrastructure, grants, volunteer labour, and paid services that do not depend on author charges.
This guide is for a group that has decided to start such a journal, or is deciding whether it is ready to do so. It focuses on the operational work: governance, domains, Open Journal Systems (OJS), ISSNs, Crossref DOIs, preservation, editorial workflow, and a realistic budget.
It is not a universal recipe. National ISSN procedures, institutional support, legal arrangements, and service prices differ. Check the linked primary sources before acting.
Before you start
1. Establish that a new journal is needed
Write a one-page statement that answers four questions:
- What intellectual or community need is not being met by existing journals?
- Who is the journal for?
- What kinds of contributions will it publish?
- Why does the journal need to exist independently, rather than as a section, overlay, or collective initiative within an existing venue?
Do this before spending money on a domain or platform. A compelling scope is necessary, but so is a group willing to undertake ongoing editorial and operational work.
2. Identify a responsible organization
Decide who is legally and practically responsible for the journal. This may be a scholarly society, university unit, nonprofit organization, library publisher, or a formal association created for the journal. Record who owns the domain, accounts, funds, content, and publishing records.
Avoid placing every essential account in one person’s name. At least two people should have administrative access to the domain, hosting, journal platform, Crossref account, and finance records.
3. Agree on a minimum operating model
Before launch, name the people responsible for:
| Function | Minimum responsibility |
|---|---|
| Editorial leadership | Scope, editorial standards, difficult decisions, board renewal |
| Managing editor | Submission tracking, communication, workflow oversight |
| Technical administrator | Hosting, OJS configuration, updates, backups, email delivery |
| Production editor | Copyediting, proofs, galleys, publication checks |
| Metadata manager | DOI deposits, Crossref reports, corrections, metadata updates |
| Finance/administration | Invoices, renewals, contracts, annual budget |
One person can cover more than one function at first. The important point is to identify the work explicitly and to ensure it can be transferred.
Establish the journal’s identity
4. Choose a title and obtain an ISSN
Check that the proposed title is distinctive and not likely to be confused with an existing publication. Then apply for an ISSN through the ISSN International Centre’s request service, which directs applicants to the appropriate national centre.
Keep a record of the title used in the application. The same title should appear on the journal website, in Crossref metadata, and in any indexing applications. Many national ISSN centres assign ISSNs without a fee, but their documentation and required evidence vary.
5. Register a domain and configure email
Use an ICANN-accredited registrar to register a domain that the journal, rather than an individual, controls. Record the registrar, renewal date, renewal method, recovery email, and the names of at least two administrators.
Create role-based addresses such as editorial@, submissions@, and support@. These addresses should remain usable when editorial roles change.
Your website must use HTTPS. Managed OJS hosts typically include this. Self-hosted installations can use a free certificate from Let’s Encrypt.
Choose and configure the publishing platform
6. Use OJS or another suitable platform
Open Journal Systems (OJS) is free, open-source software designed for journal submission, peer review, production, and publication. It can be run on institutional infrastructure, by a commercial or nonprofit host, or by the journal’s own technical team.
There are three common routes:
| Route | Direct cost | What the journal must provide |
|---|---|---|
| Institutional hosting | Often no direct charge | Local relationship, adherence to host policies |
| Self-hosted OJS | Server and maintenance costs | Technical expertise for installation, security, backups, upgrades, and email delivery |
| Managed OJS hosting | Usually an annual service fee | Configuration and editorial work; the host manages the platform |
For a team without committed technical support, managed or institutional hosting is usually more reliable than self-hosting. PKP publishes current OJS hosting plans; its basic plan is listed at US$925 per journal per year as of September 2026.
7. Configure OJS before accepting submissions
At minimum, configure:
- journal title, publisher, ISSN, contact information, and licence;
- sections and article types;
- editorial roles and permissions;
- submission requirements and author instructions;
- reviewer forms, decision categories, and email templates;
- metadata fields, including abstracts, keywords, ORCID, affiliations, funding, and references;
- publication settings, article landing pages, and galleys; and
- backups, update procedures, and access to technical support.
Run a complete test before launch. Submit a mock manuscript, assign an editor, invite a reviewer, issue a decision, upload a proof, schedule publication, test the published article page, and check all emails. Fix problems before accepting real submissions.
Write the core policies
Policies should describe the journal’s actual practice. Do not copy a policy that the journal cannot implement.
At launch, publish policies covering:
- Aims and scope — what the journal publishes and what it does not.
- Peer review — reviewer number, anonymity model, editorial responsibilities, and how conflicts are managed.
- Editorial independence and conflicts of interest — including how submissions by editors or board members are handled independently.
- Authorship and contributor roles.
- Research integrity — plagiarism, image/data concerns, corrections, expressions of concern, and retractions.
- Copyright and licence — for example, whether authors retain copyright and articles use CC BY.
- Data, code, and materials — expected availability and legitimate exceptions.
- Use of generative AI — separate expectations for authors, reviewers, and editors.
- Fees — state explicitly that there are no submission fees, APCs, page charges, or other author charges if that is the journal’s model.
- Archiving and preservation.
The DOAJ application guide is a useful checklist for the information that should be publicly available. It should not be treated as the journal’s only policy framework.
Obtain DOIs and maintain metadata
8. Join Crossref directly or through a sponsor
To assign Crossref DOIs, an organization must join Crossref directly or work through a Crossref sponsor. The sponsor route can be appropriate when it provides meaningful administrative and technical support; ask in advance how fees, deposits, support, and account ownership will work.
Direct applicants can start at Crossref membership. Crossref’s membership requirements include accurate metadata, a unique active landing page for each DOI, reference linking, and long-term maintenance of DOI URLs and metadata.
9. Budget for Crossref
As of September 2026, Crossref’s smallest direct membership tier is US$200 per year for organizations with less than US$1,000 in annual publishing revenue or expenses, and the next tier is US$275. Current journal-article DOI registrations cost US$1 per article. Crossref bills registration fees quarterly in arrears; metadata updates do not carry a separate fee. Confirm current amounts at Crossref fees.
10. Create a DOI workflow
For every article, check that the publication record contains:
- title, authors, affiliations, abstract, keywords, publication date, and licence;
- ORCIDs where supplied by authors;
- funder information where relevant;
- complete reference list;
- the article’s unique landing-page URL; and
- relationships to preprints, corrections, retractions, datasets, or other relevant outputs.
Deposit metadata when the article is published or immediately beforehand if the landing page is already public. Use Crossref’s content-registration documentation and validate every deposit. Review DOI error reports and keep the metadata current when URLs, corrections, or relationships change.
Preserve the published record
11. Arrange long-term preservation
OJS backups are necessary but do not replace a preservation arrangement. If using OJS, explore the PKP Preservation Network. Other options may be available through libraries, national preservation services, LOCKSS/CLOCKSS, Portico, or a disciplinary repository.
Maintain copies of the OJS database, uploaded files, article PDFs/HTML/XML, Crossref deposit records, and documentation of domain and account ownership. Test that a backup can actually be restored.
Run the editorial workflow
12. Screen submissions consistently
Before review, confirm that the manuscript is in scope, readable, complete, ethically appropriate, and consistent with the journal’s data/code and conflict-of-interest requirements. Desk rejection criteria should be clear enough to apply consistently.
13. Manage peer review
Keep the process simple at launch. Identify the handling editor, record conflicts, invite reviewers, send reminders, and document decisions in OJS. Use a consistent reviewer invitation that states the paper title, expected deadline, review model, confidentiality requirements, and the link to accept or decline.
14. Prepare the version of record
Before publication, check:
- final title, author names, affiliations, corresponding author, and acknowledgements;
- abstract, keywords, references, URLs, and DOIs in the reference list;
- data/code/materials statement;
- licence and copyright statement;
- figures, tables, captions, accessibility, and proof corrections;
- article PDF and/or HTML; and
- article metadata and DOI deposit.
Publish only once the article landing page is complete and the DOI resolves to it.
Budget honestly
The following is an illustrative annual budget for a small journal publishing about 20 articles per year with volunteer editorial and production work.
| Item | Approximate annual cost (US$) |
|---|---|
| Domain | 15–40 |
| Managed OJS hosting | 925 |
| Crossref membership | 200–275 |
| Twenty current journal-article DOI registrations | 20 |
| Journal email and minor services | 0–100 |
| Illustrative technical total | about 1,160–1,360 |
This budget excludes paid labour. Copyediting, typesetting, graphic design, legal advice, bookkeeping, and technical development can quickly become the largest costs. Volunteer labour can make a journal possible at first, but it should be acknowledged and not assumed to be inexhaustible.
Maintain the journal
Monthly
- monitor submissions, overdue reviews, and support email;
- check that article pages and DOI links work;
- review technical alerts and backups.
Quarterly
- review Crossref deposit reports and invoices;
- check domain, hosting, email, and account access;
- review workload across editors and staff.
Annually
- renew the budget and funding plan;
- update the editorial board and contact details;
- review policies and technical dependencies;
- test recovery from backup;
- publish a brief report on activity, workload, and finances where appropriate; and
- decide whether the journal meets the readiness requirements for indexing services such as DOAJ.