The Current State of Email

In a word:  BAD.

Not just oh-we’ll-find-a-way-to-fix-or-deal-with-it bad, we’re talking a downward spiral that slopes deeper the further we decline until we have reached “terminal velocity”.  The bottom is not yet in sight.

Why?  Well, I’ll tell ya why…  in a minute.  First, I’ll put things into perspective by shedding a bright historical light on the subject.  This is not to mean that the history of email is dark or bad — but the present state of email certainly is, compared to its early days.

Email (not E-mail, since words that are introduced into the English language are often comprised of multiple words that stand on their own, separated by hyphens, normally lose their hyphens as the new words gain wider acceptance) as we know it today, was originally created in the early 1970′s, purely as an experiment, though in a slightly different form.  To put this into proper context, we’ll go back just a bit further. Email (at this time E-mail, or “electronic mail”) only existed in self-contained systems.  People would log into one specific machine (a time-sharing device, which was basically a big expensive computer that a group of people shared at different times) to perform their work, and would occasionally leave messages for one another to read whenever the next person would log in again.  This concept of “self contained” email would eventually evolve into other implementations of the same use — such as Microsoft Mail, which was designed as a central system, namely in an office building, that people would use to talk to only other people in the same office.  I digress…  but, even in its first use case, Email (and E-mail) was used as a convenience.  Some would say, a luxury tool — to save people from leaving yellow sticky notes somewhere, or picking up a phone to talk to someone that may not have time to talk to you.  In tech-geek-speak, email is asynchronous communication:  I can talk to you as much as I like, and you can reply back to me, but it is pure coincidence if we happen to talk to each other at the same time  (there is a variable delay between one person talking and the other person replying).

From being an easy way to leave messages for other people sharing the computer, it turned into a way of leaving messages for people using other computers — no longer “self contained” email, but networked email.  At this point, email diverged into two uses:  local “self contained” messaging on one computer, and “networked” messaging.  The two remained distinct for quite a while, as there were people sharing central computers that had very little need to communicate with people sharing other computers, yet there were people that had a valid need for such distant communication even if “distant” meant “the computer right next to mine in the same room”.  Still, it was viewed as leaving an electronic sticky note on the screen for whenever that person logged in again.  As such with StickyNotes, eventually the glue on the paper dries and at that point it no longer sticks to anything, falling off the surface to become lost when the cleaning lady vacuums the floor.  This was the expectation for early email — “Joe, I left you a quick message about the widget, if you have concerns just give me a call.”  If the email message was lost, deleted accidentally, or was never delivered, it was no big deal because the communication was eventually going to take place in person anyway, and there was no guarantee the intended person would ever read the message in the first place.

As the novelty of communicating with other people on other computers evolved, so did the implementation of email.  To send an email message to someone outside the shared computer, a person needed to know *which* other computer the recipient used.  The @ was born, since that seemed like the most logical delimeter to distinguish “user” from “computer”, and since neither could contain the @ symbol.  For similar computers, the method was “user@computer”, to properly address an email message.  For different systems, it wasn’t so clear.  In fact, it became downright complicated and confusing.  If a person needed to send a message to a distant computer, but the distant system could not accept “user@computer” (possibly it used the @ for something other than a delimeter), the sender of the message needed to know not only who to address the message to, and *which* computer that user used, the sender also needed to know the path the message would take when it was sent from computer to computer to computer.  UUCP (Unix-to-Unix-Copy) was born.  Imagine instead of smith@accounting it was  !cenvax!westnode!accounting!smith.  Gateways from one type of email system to another type had to be erected, to handle the messages and translate one address into another.  Yet, even then, email was still viewed as “fire and forget” in the sense that whenever the recipient got the message, IF they got the message, they will eventually acknowledge by replying in some fashion as courtesy.

Back in my early days of email, I worked in the military in the computer support office.  Then, email was more a novelty than a necessity.  I vividly remember a sergeant I worked with would get daily phone calls after creating a new email account for someone.  Someone would normally call him up to complain “its been 3 days since you created my email account, and I haven’t got any email yet.  I think its broken.”  He would always reply with the same thing:  “you have to send email to get email”, which basically was his smartypants way of saying “it isn’t broken because you didn’t get anything.  You probably didn’t get any email because no one knows you have an email address, or they have nothing to say to you, or all the people you want to talk to don’t have email themselves.”   He would hang up the phone and we would have a chuckle, then I would joke about how the first person in the world with a fax machine probably wondered why he invested so much money in a device that strangely never prints out any faxes.

Slowly, email became the “killer app”.

[For the uninitiated, a "killer app" is an application (a program or function) that is just so utterly cool and awesome it is NEEDED so much that the purchase of an expensive device is justified, simply to use the application.  The other programs and software are bonus, and not needed as much, compared to THE reason the computer was purchased.]

Everyone seemed fascinated with the ability to talk to ANYONE (as long as they were “on email too”) for FREE.  Its better than long distance calling!!  No more busy signals or answering machines!  And its FREE!!

“Move over word processor, I’m going to communicate with the world!!  Shrink yourself into a microscopic icon, Mr. Spreadsheet, EMAIL is the real reason I have a computer!  Now, if only I knew what to say, and who to talk to.  Maybe someone will figure out how to contact me, so we can send messages back and forth.”

Today, no one really needs to know the path a message takes to reach its intended recipient (in some instances, even the recipient need not be known) because we address email to “user@something.somethingelse.com” and we trust the system to do the Right Thing to deliver the message.  To the right person.  At the right time.  “When it absolutely positively needs to be there…”  within the next 15 seconds else I’m going to wonder what the HELL is taking so long, and why haven’t they replied yet because I just got a message that says they’ve read it and it better not have been marked as spam because it wasn’t spam!!

Email has become the primary method of daily communication.  No longer do you “need to send mail to get mail”.  If your email address is on a web page, business card, or if you have ever used your email address to log into a website, YOU’VE GOT MAIL.   Whether you want it or not.  We email each other about meetings, to talk about email.  We email appointments, contact information, political opinions, love letters, chain-messages, advertisements.  The type of content goes on and on.  The problem is no longer about how we communicate with the right person on the right computer, but how to silence the noise to get to the legitimate messages that we need to read.

In the past, whether it was “self contained” or sent from the other side of the continent, each message was read and discarded soon thereafter.  Lately, email is received and almost immediately archived for “safe-keeping”, sometimes without it even being read.   It seems the focus now is not the immediate meaning of each message, but that a potential need might arise in the future where we might need to re-read the message.  Email used to consist of one file, appended to whenever new messages arrived — older mail was at the top of the file and newer mail was at the bottom/end.  Email now has folders, sorting, searching, tagging, categorizing, filtering, and archiving of all types.  We rarely, if ever, delete email that we’ve read.  Sure, it was really nifty when Google unleashed GMail to the world with its “2GB and growing” size limit on the amount of email one person could have, but if we’re only talking about purely text-based messages it amounts to billions of messages. (By the way, it is no longer only 2GB — its more like 7 or 8GB now.)

Email is no longer just the “killer app” in the sense of being able to communicate with anyone.  It is a presentation moniker; an address with @gmail.com is not as prestigious as it once was, but an address with @yourreallastname.com is.  It is a storage mechanism; people have figured out a way to use free online web email accounts to store documents, MP3s, and photos.  It is a calendar; if you’re using a particular email system that is tied into a shared calendar, you can send/receive appointments, and reminders of upcoming events.  It is a ToDo list; some people have an email folder with messages they have sent to themselves containing the errands they need to perform in the course of a day.  It is a webpage; modern email software will accept HTML in the body of an email message and interpret the language of webpages, even in the sense that images need not be attachments to the email but can be referenced to elsewhere on the Internet.  It is submissible legal evidence; there is legal precedence where email messages are a form of evidence, able to be subpoenaed by a court of law.

How did we get this way?  What changed so radically that “e-mail” could come from an experiment on the ARPANET (a solution looking for a problem), to “email”, a common term of the layman’s vernacular so much that it is no longer a privilege but a rite?   How could a function of computer networking change the way we communicate, yet itself change so little?

How is it that email is no longer a novelty method of asynchronous communication, but is now a basic human necessity in the modern world, measured not in its content of communication, but in cosmetic appeal of its address and in its storage size limit?

I haven’t even got to the bad part yet.

SMTP, or Simple Mail Transfer Protocol, was basically an afterthought in the broad historical map of the creation of the experimental networks that were the grandfathers of the Internet we know today.  SMTP is the most widely accepted and “standardized” method of sending and receiving email.  It was essentially created to bridge the gap between unlike electronic messaging systems, back when “e-mail” was growing in popularity and usefulness.  The unfortunate part of the story, though, is that SMTP was created back when there was no real malicious threat or intent proliferating through the networks.  Users basically trusted other users in the sense that everyone followed the same rules because that was what it meant to “be connected”.  After all, if you behaved badly on the network, people would want to network with you less, until eventually you would be partitioned from everyone else in such a way that you gain a decreasing benefit from being part of the network.  It was a self-governing system, yet relatively unofficial.  “Netiquette” dictated good form and respectable practices toward other network-citizens, which mainly consisted of college students and faculty among connected higher education organizations.  SMTP was very trusting back then, and still is.

To this day, anyone can still send email as anyone else — so easily that specialized software is of little concern.  Simply connecting to a mail server with a bare terminal (Telnet), typing the correct sequence of commands and syntax, and voila!  You just forged an email message.  If you’re lucky, someone will believe they’re talking to whom you pretended to be.

What does all this mean, then?  Put together all what I’ve said so far, and it paints a rather dark and confusing portrait.  Email is *everything*, yet flimsy in it being unreliably verifiable.  Email messages pass from machine to machine across the room, or across the hemisphere, and yet they are “essential communications”.  They are submissible in a court of law, yet easily forged.  Messages are quickly and easily created and more easily deleted, yet we archive them for years or even decades with the possibility that we might need them later even though we already know what each message means, resulting in a liability if they are ever subpoenaed, and requiring constantly increasing storage.

How do we end this accelerating downward spiral, or at least slow it down so we might recognize and begin to approach the problem?

When will added functionality, storage space, and guarantees of quality be enough for this old and simple luxury of slow and insecure communication?  When will we finally realize that we have already outlived email’s usefulness and begin using the next electronic communication “killer app”?

If anyone reading this knows the answer to any of the above, drop me an email. 

[3 Oct 2009 Edit: I JUST found out about Google Wave!!  Go here, here, or here to learn more about it.  It is in closed invitation beta right now, but I hear its going to be released this year.]