Tracking and Analyzing Trading Activity
From time to time, every public small company encounters market conditions where trading activity spikes dramatically and the makret price reacts negatively. Shortly thereafter I begin to get concerned calls from management asking about potential short selling or other manipulative conduct. Most of the time, I simply explain that stockholder relationships are by nature transitory and stockholders sell for a host of reasons that have nothing to do with the issuer's performance. In those cases, the issuer is simply facing a situation where there are more sellers than buyers and it needs to do a better job of telling its story to the market. But every once in a while trading patterns justify more detailed investigation and it's important for issuers to understand the available analytical tools.
In addition to the Short Interest Reports that are published for OTC and Exchange listed securities, there are three types of collateral documents that can give issuers important information on who the buyers and sellers have been during a particular period of time. None of these documents provides a complete picture, but if all three are used properly and regularly updated, careful analysis can provide a surprisingly clear picture.
The first useful document is a complete stockholders list prepared by the issuer's transfer agent. This list identifies everybody who holds stock in physical certificate form. Since people who hold stock in certificate form will usually move their shares into a brokerage account before they start selling, a shareholders list can give an issuer a very solid idea of the people who can be excluded from the universe of potential sellers. An issuer can also do side-by-side comparisons from one list to the next and use that process to identify holders who have moved stock out of certificated form and into brokerage accounts.
The second useful document is a list of "non-objecting beneficial owners," which is commonly referred to as a NOBO list and can be requested from Broadridge Financial Solutions. The NOBO list identifies all people who hold an issuer's stock in a brokerage account and have not specifically asked that their identities be kept secret. While confidentiality requests used to be fairly common, they have fallen out of favor in recent years and most NOBO lists are pretty complete. So if an issuer requests a NOBO list at regular intervals and then prepares detailed side-by-side comparisons, it can readily identify individuals who have added to or reduced their ownership positions between the list dates.
The third useful document is a "Securities Position Report" that can be requested from The Depository Trust Company, or DTC, and specifies the number of shares that individual brokerage firms hold in customer accounts. While the SPR is the least useful of the three documents, it can be helpful in tracking the movement of shares into and out of brokerage firms who have customers that are either accumulating or disposing of shares.
In combination, shareholders lists, NOBO lists and SPRs can usually provide fairly clear answers to an issuer's concerns. Even if they don't, they can give an issuer a very clear idea of whether the market activity is normal. Since manipulative trading is always bad for a small public company and its stockholders, we typically advise issuers to use all the tools at their disposal to maintain reasonable oversight and insure that any questionable trading patterns are promptly evaluated and understood, and referred to market oversight authorities when appropriate.

