Doe v. Office of Personnel Management

District Court, District of Columbia·Decided February 17, 2025·No. Civil Action No. 2025-0234·Published

Opinion

UNITED STATES DISTRICT COURT FOR THE DISTRICT OF COLUMBIA

JANE DOE, et al., Plaintiffs,

v.

Civil Action No. 25-234 (RDM)

OFFICE OF PERSONNEL MANAGEMENT,

Defendant.

MEMORANDUM OPINION AND ORDER In late January 2025, the Office of Personnel Management (“OPM”) began to test “‘a new capability allowing it to send important communications to ALL civilian federal employees from a single email address,’” and OPM subsequently began using this new system to send messages “to most if not all individuals with Government email addresses.” Dkt. 14 at 4–5 (Am. Compl. ¶¶ 20, 22) (quoting OPM statement). That new system uses the email address HR@opm.gov and is known as the “Government-Wide Email System” or “GWES.” Id. at 2–3 (Am. Compl. ¶ 10). This putative class action challenges the process by which OPM implemented this new system.

Plaintiffs are two federal executive branch employees and five other individuals who have “.gov” email addresses but are not executive branch employees. See id. at 1–2 (Am. Compl. ¶¶ 3–10). They contend that in the rush to adopt this new system, OPM at first entirely failed to comply with Section 208 of the E-Government Act of 2002, which requires the preparation of a Privacy Impact Assessment (“PIA”) before “initiating a new collection of [certain] information . . . using information technology,” 44 U.S.C. § 3501 note, Pub. L. No.

107-347, § 208, 116 Stat. 2899, 2921-22 (Dec. 17, 2002) (hereinafter “E-Government Act”), and, then, when confronted with that omission, immediately threw together an inaccurate, insufficient, and unconsidered PIA in the hope of mooting the case. According to Plaintiffs, OPM’s failure to prepare a meaningful Privacy Impact Assessment has left vast amounts of private information, including the government email addresses of millions of individuals (which reveal their names and, at least in some cases, their employers) at risk of disclosure in the event that the GWES is hacked.

OPM, for its part, contends that it was not required to prepare a PIA because, on OPM’s reading, Section 208 does not apply to the collection of information about government employees, as opposed to about members of the public. And, even if that contention is wrong— either because it has misread the statute or because OPM inadvertently collected email addresses from individuals who do not work for the federal government but nonetheless use .gov or .mil email addresses—OPM, in any event, has now prepared a PIA. That is all that is required, on OPM’s telling, and the Court lacks the authority to examine the “substance and accuracy” of the PIA that the agency prepared. Dkt. 17-1 at 15.

Pending before the Court is Plaintiffs’ motion for a temporary restraining order (“TRO”), Dkt. 15, which asks the Court to enjoin OPM “from continuing to operate the Government-Wide Email System or any computer system connected to it prior to the completion and public release of a required legally sufficient Privacy Impact Assessment.” Dkt. 15-2 at 1. But Plaintiffs have failed to carry their burden of demonstrating (1) that they likely have standing to bring this action, and (2) that they are likely to suffer irreparable injury in the absence of emergency relief. The Court will, accordingly, DENY Plaintiffs’ motion.

I. BACKGROUND

A. Regulatory Background “In 2002, the Congress passed the E-Government Act to streamline government use of information technology ‘in a manner consistent with laws regarding protection of personal privacy, national security, records retention, access for persons with disabilities, and other relevant laws.’” EPIC v. Presidential Advisory Comm’n on Election Integrity, 878 F.3d 371, 375 (D.C. Cir. 2017). Among other provisions of the Act, Section 208 requires federal agencies to prepare PIAs “before (i) developing or procuring information technology that collects, maintains, or disseminates information that is in an identifiable form” or “(ii) initiating a new collection of information that . . . will be collected, maintained, or disseminated using information technology; and . . . includes any information in an identifiable form permitting the . . . online contacting of a specific individual, if identical questions have been posed to, or identical reporting requirements imposed on, 10 or more persons, other than agencies, instrumentalities, or employees of the Federal Government.” E-Government Act, § 208(b)(1)(A). In 2003, the Office of Management and Budget (“OMB”) issued guidance, construing Section 208 to require preparation of “a PIA before . . . developing or procuring IT systems or projects that collect, maintain or disseminate information in identifiable form from or about any member of the public.” See M-03-22, OMB Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002, Att. A, Sec. II(B)(a)(1) (Sept. 26, 2003) (hereinafter “OMB Guidance”). According to that guidance, “[n]o PIA is required where information relates to internal government operations,” including when information is collected “for government-run . . . IT systems . . . to the extent that they do not collect or maintain information in identifiable form about members of the general public.” Id. at Sec. II(B)(c).

When an agency is required to prepare a PIA, the agency’s “Chief Information Officer, or equivalent official, as determined by the head of the agency,” must review the PIA, and, “[i]f practicable,” the PIA must then be made “publicly available through the website of the agency, publication in the Federal Register, or other means.” E-Government Act, § 208(b)(1)(B). The statute also instructs OMB to “issue guidance to agencies specifying the required contents” of a PIA, and stipulates that such guidance must require at least that PIAs identify the information to be collected, why it is being collecting, the intended use of the information, “with whom the information will be shared,” “what notice of opportunity for consent would be provided to individuals regarding what information is collected and how that information is shared,” “how the information will be secured,” and whether the information will be maintained in a system of records for purposes of the Privacy Act, 5 U.S.C. § 552a. E-Government Act, § 208(b)(2)(B).

The OMB Guidance, in turn, specifies that PIAs must (in addition to addressing the considerations required by the E-Government Act) “identify what choices the agency made . . . as a result of performing the PIA.” OMB Guidance, Att. A, Sec. II(C)(a)(2). It also instructs that “[t]he depth and content of the PIA should be appropriate for the nature of the information to be collected and the size and complexity of the IT system.” Id. at Sec. II(C)(b)(1). “Major information systems,” for example, should “reflect more extensive analysis” of the consequences and alternatives to collection, whereas “routine database systems” can be assessed using a “standardized approach (e.g., checklist or template).” Id. at Sec. II(C)(b)(1)(2), (3). B. Factual Background Summarizing the relevant factual background presents a unique challenge in this case because OPM has yet to submit an administrative record, and Plaintiffs cite to a series of news reports but have failed to offer any declarations or other evidence in support of their motion. As

far as the Court can discern, however, the following facts are either uncontested or are reflected in the one administrative document before the Court, the February 5, 2025 PIA prepared by OPM and reviewed by the agency’s newly installed Chief Information Officer, Greg Hogan. Dkt. 10-1.

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