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VDI 2623 Data Export

Overview​

Memida offers a standardized data export according to the VDI 2623 standard. This export allows you to export all inspection equipment data including calibration history and documents from Memida in a structured format.

What is VDI 2623?​

The directive VDI/VDE 2623 of the Association of German Engineers (VDI) defines a standardized IT interface for inspection equipment management. It was developed by the VDI/VDE-GMA Technical Committee 3.23 "IT Interface in Inspection Equipment Management" and describes an XML-based exchange format that enables the cross-manufacturer transfer of inspection equipment data.

Memida implements Version 2623:2022-03 (public version) of the standard and fully validates every export against the official XSD schema.

Starting an Export​

  1. Navigate to the Data Export section in the memida menu.
  2. Click the "VDI 2623 Export" button.
  3. The export is created in the background. Depending on the data volume, this may take a few minutes.
  4. Once completed, the ZIP file is automatically made available for download.

Note: One VDI 2623 export is possible per day. An already running export must be completed before a new one can be started.

Export Contents​

After extracting the .zip file, you will find the following structure:

Memida_export_vdi2623_<uuid>_<date>.zip
│
├── vdi2623_export.xml        Main file in VDI 2623 v3 format
├── README.md                 Dynamically generated code reference
└── documents/                All linked documents
    ├── apparatus/<uuid>/     Device documents (datasheets, certificates, etc.)
    └── inspection/<uuid>/    Inspection/calibration documents (protocols, certificates)

XML File (vdi2623_export.xml)​

The XML file follows exactly the structure of VDI 2623 Version 3.0 and is automatically validated against the official XSD schema before delivery. If validation errors occur, the export is aborted and the error is logged.

XML Structure​

<orders xmlns="https://www.vdi.de/xml/2623">
  <order>
    <header_section>
      <!-- Commercial-organizational part -->
      <!--   Client (buyer) and Contractor (supplier) -->
    </header_section>
    <technical_section>
      <position>
        <!-- One position per inspection equipment -->
        <master_data>
          <!-- Master data of the inspection equipment -->
        </master_data>
        <buyer_data>
          <!-- Test plans and test instructions -->
        </buyer_data>
        <supplier_data>
          <!-- Calibrations and results -->
        </supplier_data>
      </position>
      <!-- ... additional positions ... -->
    </technical_section>
  </order>
</orders>

Documents​

All documents stored in the system, both at device and inspection level, are automatically included in the ZIP archive. The link to the respective XML element is established via the filename.

README​

Each export contains an individually generated README file with the complete reference of all codes used. Since these codes are partly dynamically generated from your database, the README is specific to your export.

Z-Code Reference​

The VDI 2623 standard defines predefined codes (e.g. 000–006) for status values. In addition, the standard allows so-called Z-codes (Z01–Z99) for manufacturer-specific extensions. Memida uses these Z-codes to map system-specific values in a standard-compliant manner.

Note: Each export contains an individual README file with the Z-code mappings valid at the time of the export. This mapping is binding for the interpretation of the data.

Device Status (master_data/status)​

These codes represent the current operational status of an inspection equipment:

CodeMeaning
Z01Without monitoring
Z02Nothing to do
Z03Due soon
Z04Calibration due
Z05Overdue
Z06Not available
Z07Out of house
Z08Not locatable
Z09Monitoring obligation lifted
Z10Locked
Z11Defective
Z12Scrapped
Z13Not operational
Z14Action required
Z15Archived

Inspection Result Codes (result/status)​

These codes indicate the result of a calibration or inspection. The mapping is dynamically generated from the inspection results configured in your system (e.g. Z01 = "Passed", Z02 = "Failed", etc.).

The complete, current mapping can be found in the README file within the export.

Inspection Type Codes (result/condition)​

These codes indicate the type of inspection performed. Since the available inspection types are configured on a company-specific basis, the mapping is sequential:

  • The first inspection type created in the database receives Z01
  • The second receives Z02
  • and so on.

Deleted inspection types are also considered in the mapping to ensure consistency across multiple exports.

Document Type Codes (document/type)​

These codes classify the type of an attached document. The mapping is based on the upload types configured in the system:

CodeMeaning
Z99Unknown / No type
Z01+Dynamic from your upload types

Schema Validation​

Every export is automatically validated against the official VDI 2623 XSD schema (Version 3.0) before delivery. This ensures that the generated XML file can be read by any VDI 2623-compatible system.

If validation fails, the export is not delivered. The error is logged in the system and can be viewed via the export status.

Technical Notes​

Character Encoding​

The XML file uses UTF-8 as character encoding.

Namespace​

All XML elements are in the VDI 2623 namespace:

https://www.vdi.de/xml/2623

Date/Time Formats​

  • Date values: YYYY-MM-DD (ISO 8601)
  • Time values: HH:MM:SS

Interval Units​

Calibration intervals use unit codes according to UN/ECE Recommendation 20:

CodeUnit
DAYDays
WEEWeeks
MONMonths
ANNYears

Identification​

  • Inspection equipment is referenced by its identification number (id_number)
  • Additionally, the UUID of each device is exported as additional_id_number (type 005)
  • Inspections are identified by their UUID as certificate_number

Frequently Asked Questions (FAQ)​

Can I import the export into another system? Yes, any inspection equipment management system that supports the VDI 2623 standard (Version 3) can import the export. The Z-codes may need to be manually mapped there – the README file in the archive contains all the necessary information for this.

Why can I only export once per day? The daily limit prevents unnecessary system load and ensures that exports are requested intentionally. For special needs, please contact support.

Are deleted inspection equipment exported? No. Only active inspection equipment of the company is exported. Deleted inspection types are however considered in the Z-code mapping to keep the code assignment consistent across exports.

Which documents are exported? All uploads linked to an inspection equipment or an inspection at the time of the export are included in the ZIP archive. The files are exported in their original form (without conversion).